Executive Operations Analyst

GuideStone•Dallas, TX

4d•Hybrid

About The Position

The Executive Operations Analyst provides durable capacity to the COO office by combining proactive leadership support, internal communications operations, office systems management, and analytical support. The role uses sound independent judgment to protect the capacity of the COO and Chief of Staff and ensure recurring work is consistently executed, maintained, and improved. It advances enterprise priorities through disciplined operating rhythms, accurate and thoughtful execution of complex work, and effective coordination across the Executive Leadership Team, Leadership Team, and cross-functional partners. The position supports COO office operations, internal communications, leadership forums and meeting preparation, executive administration, and analytical assignments. It helps turn operating concepts into repeatable processes, maintains calendars and decision/action systems, coordinates communications and meetings, prepares executive materials, and uses AI and automation to improve recurring work. Complete confidentiality regarding GuideStone business matters is required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Requirements

At least 2 years of relevant professional experience, including experience in executive operations, internal communications operations, project management, executive administrative support, or a related role.
Bachelor’s degree or equivalent work experience.
Analytical and process-oriented, with demonstrated ability to build, document, manage, and continuously improve repeatable processes and operating systems.
Ability to create order from ambiguity and frame complex information into clear, concise, actionable insights, options, and recommendations.
Ability to anticipate needs and sequence competing priorities around enterprise objectives and deadlines.
Ability to operate independently with sound judgment, including recognizing when leadership input or escalation is needed.
Takes ownership from identification through resolution and proactively moves stalled, unclear, or conflicting work forward.
Strong written and verbal communication skills, including the ability to tailor content and approach for executives and cross-functional partners.
Experience preparing executive-level materials such as enterprise emails, talking points, agendas, pre-reads, recaps, cascade materials, and leadership forum content.
Excellent attention to detail and accuracy in high-visibility work.
Demonstrated discretion and discernment in handling sensitive and confidential information.
Willing and able to move fluidly between detailed administrative execution and higher-level analytical, communications, and process-improvement work.
Comfort using AI tools and workflow automation to improve the quality, speed, and consistency of recurring work.
Learning orientation and desire to grow through exposure to senior leadership and complex enterprise work.
Proficiency in Microsoft 365, including Outlook, Word, PowerPoint, Excel, Teams, and SharePoint.
Complete confidentiality regarding GuideStone business matters.

Nice To Haves

Experience with Monday.com, Copilot, and workflow-automation tools.

Responsibilities

Support monthly budget reviews and annual budget preparation by organizing inputs, timelines, and documentation.
Maintain an integrated calendar of Executive Leadership Team and Leadership Team events, internal communications, trustee dates, budget milestones, and enterprise events.
Maintain priority, decision, action, and milestone systems; flag stale, blocked, conflicting, or unclear items.
Translate Chief of Staff operating concepts into repeatable templates, processes, and playbooks.
Establish and document internal communications channels, tiers, audiences, editorial calendar, and operating rhythm.
Manage intake, editorial planning, and approval routing for enterprise internal communications.
Prepare first drafts or source inputs for enterprise emails, leader-cascade materials, talking points, and All Hands content.
Coordinate Executive Brief presenters, recording, production inputs, distribution, and follow-up.
Track and analyze communications engagement metrics, including reach, participation, understanding, and feedback; identify trends and recommend practical improvements.
Schedule Leadership Team and recurring COO-sponsored meetings; maintain invitations, rooms, links, attendee communications, and changes.
Lead a weekly look-ahead with the COO and Chief of Staff to identify preparation needs and assign follow-through.
Coordinate with presenters; gather, organize, and quality-check pre-reads and meeting materials.
Prepare first drafts of agendas, recaps, cascade materials, decisions, and action lists; maintain related Teams and SharePoint structures and Monday.com boards.
Manage COO calendar requests, applying COO priorities to scheduling, sequencing, and preparation time.
Coordinate complex meetings involving the Executive Leadership Team, Leadership Team, Trustees, and other key stakeholders; review calendars for conflicts and preparation needs.
Coordinate travel, itineraries, and limited administrative needs; route transactional work to shared functions or automation where practical.
Conduct targeted research and develop drafts of options, recommendations, pre-reads, and talking points.
Own bounded assignments requiring judgment, discretion, and follow-through, as capacity and priorities allow.
Use AI tools and automation to streamline recurring work and improve consistency.