Executive Operations Coordinator

BoxPower • Grass Valley, CA

23h • $26 - $31 • Hybrid

About The Position

The Executive Operations Coordinator is a vital part of BoxPower's day-to-day operations. This role involves logistics, coordination, and administrative infrastructure to support the executive team and office operations. Responsibilities include scheduling, meeting preparation, vendor management, new hire onboarding, and company-wide event coordination. The position works closely with the Chief of Staff and the executive team, requiring strong attention to detail and follow-through. The ideal candidate can manage complex logistics in a hybrid environment and is comfortable with diverse tasks. Familiarity with AI tools for enhanced productivity is expected.

Requirements

• 1+ years of experience in an executive assistant, operations coordinator, or similar administrative role.
• Demonstrated experience supporting multiple stakeholders simultaneously in a professional office environment.
• Strong attention to detail with a solutions and service attitude.
• Strong written and verbal communication skills in English.
• Valid California driver's license.
• Availability to work on-site at BoxPower's Grass Valley, CA office a minimum of 3 days per week.

Nice To Haves

• Experience in a company of 50+ employees with a mix of on-site and remote employees.
• Proficiency with Microsoft 365 — Outlook, Excel, Word, PowerPoint, and Teams.
• Experience using AI tools to produce and improve work product. Familiarity with Claude a plus.
• Experience coordinating multi-day company events or onsite meetings.
• Experience with vendor evaluation, onboarding, and relationship management.
• Ability to assist and monitor software seat management, access provisioning and basic trouble shooting. Experience with MS 365, Autodesk, Bluebeam or ClickUp is a plus.
• Ability to accurately enter data into applications and spreadsheets, basic spreadsheet construction, and presentation formatting.
• Experience with Slack as a primary communication tool.

Responsibilities

• Plan and execute biannual all-company events end-to-end, including venue coordination, travel logistics, catering, agenda support, budgeting, and on-the-ground execution.
• Coordinate logistics for in-person executive meetings and office gatherings, such as board dinners, team lunches, visitor coordination, and conference room setup.
• Support Legal, Finance, and Chief of Staff in maintaining and applying for certificates of authority, business licenses, and resale permits across applicable jurisdictions.
• Maintain compliance and administrative records, including licenses and insurance, and proactively flag renewals.
• Coordinate multi-party scheduling across executive calendars for board meetings and external-facing meetings with partners, vendors, and other outside contacts.
• Prepare materials for executive meetings, including agendas, slide decks, and supporting spreadsheets.
• Assist with data gathering, tracking, and presentation preparation for KPI reviews, all-hands meetings, and other recurring business rhythms.
• Field questions and requests from employees and external partners, providing answers or routing them to the appropriate person or resource.
• Maintain internal directories, org charts, and resource guides to facilitate employee self-service.
• Provide flexible support across departments for internal requests and day-to-day operational needs.
• Manage day-to-day office operations, including supplies, snacks, kitchen stocking, equipment, and the annual office upgrades budget.
• Maintain communications with office vendors for catering, supplies, and software. Evaluate and coordinate vendor contracts and services with other departments.
• Assist with company software application account creation and assignments, including license tracking and access across platforms like Microsoft 365, Autodesk, and ClickUp.
• Support HR operations with a focus on employee onboarding and offboarding, ensuring smooth transitions and a consistent experience for all staff.
• Coordinate ongoing employee engagement activities, including team lunches, happy hours, and holiday celebrations.
• Coordinate employee milestone recognition, such as birthdays, work anniversaries, and team celebrations via Slack and gifts.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed