Executive Operations Coordinator

Kinective•Gilbert, AZ

10d•Onsite

About The Position

The Executive Operations Coordinator is a member of Kinective’s Executive Support team, partnering closely with the Manager of Executive Support to help the Executive Leadership Team operate effectively. The role combines high-touch executive support with ownership of operational work and cross-functional projects, with responsibilities expanding as the coordinator builds context and demonstrates success. The coordinator manages complex executive calendars and travel, prepares meeting materials, supports confidential communications, and coordinates company events and offsites. The role also includes process and project ownership, expense-platform administration and reconciliation, event budget tracking, and using or developing AI-enabled tools and workflows to improve executive operations. The position is in-office five days per week, with stated hours of 8 a.m. to 5 p.m.

Requirements

At least 3 years of experience in executive support, project coordination, or operations.
Demonstrated experience managing complex executive calendars across multiple time zones.
Proficiency with expense management tools such as Ramp, Concur, or similar, and the Microsoft Office suite.
Exceptional written and verbal communication skills.
Ability to work independently with strong judgment and minimal direction.
Ability to handle confidential and sensitive information with discretion.

Nice To Haves

End-to-end ownership experience coordinating corporate events or offsites.
Familiarity with AI productivity tools and a genuine interest in improving operations with them.
Experience with Glean skills, agents, or other automation tools.

Responsibilities

Manage complex, high-volume calendar coordination for members of the Executive Leadership Team, including frequent scheduling changes.
Arrange domestic and international travel, including flights, hotels, ground transportation, and detailed itineraries.
Prepare executive briefings, agendas, meeting materials, and follow-up action items.
Act as a trusted proxy for sensitive communications and confidential information.
Coordinate company events end to end, including leadership offsites, Board meetings, customer advisory boards, and company-wide summits.
Manage event venues and contracts, vendor relationships, audiovisual arrangements, catering, rooming blocks, registration, and budget tracking.
Support logistics for external industry events and partner dinners.
Take ownership of defined functional areas over time, such as expense-platform administration, AI tool development, and event coordination.
Build and maintain standard operating procedures, playbooks, and operating documentation.
Coordinate assigned cross-functional programs, keeping stakeholders aligned and projects on track.
Administer and support the Ramp travel and expense platform, including policy enforcement, user support, and reporting.
Process and reconcile expense reports and assist with tracking event and executive spending.
Use and help develop AI tools and workflows to improve executive-operations efficiency.
Identify automation opportunities and assist in developing Glean skills, agents, or other tools to reduce manual work.