Executive Assistant - Operations

Loenbro•Gilbert, AZ

6d•Hybrid

About The Position

Executive Assistant (Operations) at Loenbro, LLC. This role supports operations leadership, acting as a strategic partner to keep operational initiatives on track, manage complex logistics, and serve as a trusted right hand to leadership. The ideal candidate thrives in a fast-paced environment, anticipates needs, and brings sound judgment to ambiguous situations.

Requirements

3+ years of experience as an Executive Assistant, Chief of Staff, or similar role supporting senior leadership, ideally in operations.
Exceptional organizational skills with the ability to juggle multiple priorities under tight deadlines.
Strong written and verbal communication skills.
Proficiency in productivity and collaboration tools (e.g., Google Workspace/Microsoft Office, project management platforms like Asana or Monday.com, calendar tools).
A high degree of discretion and professionalism when handling confidential information.
Strong problem-solving skills and the ability to work independently with minimal oversight.
A proactive, "no task too small" mindset paired with the ability to think strategically.
Compliance with all applicable safety regulations, personal protective equipment (PPE) requirements, and Loenbro's Environmental Health and Safety (EH&S) policies.

Responsibilities

Manage complex calendars, scheduling, and travel logistics for the operations leadership team.
Prioritize and triage meeting requests, emails, and competing demands with sound judgment.
Prepare briefing materials, agendas, and follow-up notes for key meetings.
Track and follow up on action items from operational meetings to ensure deadlines are met.
Support project coordination across cross-functional teams, monitoring timelines and flagging risks.
Maintain and improve internal processes, templates, and documentation for operational workflows.
Assist with budget tracking, expense reports, and vendor/contract management.
Serve as a liaison between operations leadership and internal teams, external partners, and vendors.
Draft, edit, and proofread correspondence, reports, and presentations.
Handle sensitive and confidential information with discretion.
Plan and execute internal meetings, offsites, and team events.
Coordinate logistics for board meetings or leadership reviews, including materials preparation.
Manage meeting schedules and logistics.
Coordinate and develop agendas for regional leadership meetings.
Capture action items, assign owners, and track deliverables from key discussions.
Help ensure accountability and follow-through on commitments.
Organize and maintain regional documentation, repositories, and shared resources.
Communicate important updates from leadership to the broader regional team.
Help ensure messaging is clear, consistent, and understood to minimize confusion and rumors.
Serve as a resource for common questions regarding office operations, workspace needs, onboarding, and new hire guidance.
Support leadership communication efforts and employee engagement initiatives.
Gather and consolidate data from various departments to provide leadership updates and visibility into ongoing issues.
Develop recurring reports, dashboards, and status updates as needed.
Research, analyze, and help solve operational challenges identified by regional leadership.
Track key initiatives and provide updates on progress, risks, and action plans.