Executive Operations Coordinator

Family & Children's Services Career Center•Tulsa, OK

2d•Onsite

About The Position

The Executive Operations Coordinator provides centralized administrative, hospitality, and logistical support for the Executive Leadership Team (ELT) and executive offices. This role ensures the 8th floor executive environment is professional, organized, and meeting-ready while supporting daily operations, leadership meetings, and executive events. The position is designed as a shared executive support role, absorbing routine, operational, and interrupt-driven tasks to allow Executive Assistants to focus on higher-level executive, strategic, and confidential responsibilities.

Requirements

Must be a high school graduate or have HS equivalent
Experience in reception, administrative support, office operations, or hospitality-focused roles
Strong organizational skills and attention to detail
Professional communication and customer service skills
Ability to manage multiple tasks and shifting priorities
Ability to maintain professionalism, discretion, and confidentiality in an executive environment
Strong interpersonal and collaboration skills
High reliability, responsiveness, and follow-through
Ability to work independently while coordinating closely with executive administrative staff

Responsibilities

Serve as the primary point of contact for the 8th floor executive offices.
Maintain a professional, welcoming, and organized executive office environment.
Greet visitors and coordinate guest arrival for board members, community partners, and executive visitors as needed.
Act as an initial routing point for administrative or logistical requests directed to the executive offices.
Coordinate catering for executive meetings, ELT meetings, leadership retreats, and executive events.
Place catering orders, confirm delivery details, and assist with setup and breakdown.
Prepare conference rooms and meeting spaces, including setup, materials placement, and hospitality readiness.
Provide day-of meeting and event support to ensure smooth execution.
Oversee readiness of shared executive spaces, including conference rooms, reception areas, and break areas.
Monitor and maintain inventory of office and printer supplies, beverages, snacks, and hospitality items.
Coordinate housekeeping or Facilities support to maintain executive offices and shared spaces.
Proactively identify operational issues and coordinate resolution with appropriate teams.
Provide routine administrative and logistical backup support to Executive Assistants during high workload periods or absences.
Assist with document preparation, copying, and assembling meeting materials as assigned.
Support leadership retreats and recurring executive meetings in coordination with the CEO’s Executive Assistant.