Executive Operations Coordinator

Quintessa Marketing

4d•$60,000 - $80,000•Onsite

About The Position

The Executive Operations Coordinator is responsible for executing the day-to-day operational priorities of the Executive Office. This role ensures that every project, meeting, follow-up, document, and deadline is completed accurately and on time. This position serves as the operational backbone of the Executive Office by coordinating communication across departments, managing executive projects, maintaining documentation, preparing reports, and ensuring that commitments made by leadership are tracked through completion. The Executive Operations Coordinator is highly organized, detail-oriented, proactive, and thrives in a fast-paced environment where priorities shift quickly.

Requirements

Highly organized
Detail-oriented
Proactive
Ability to thrive in a fast-paced environment where priorities shift quickly
Project Management
Organization
Communication
Critical Thinking
Time Management
Attention to Detail
Adaptability
Initiative
Professionalism
Confidentiality
Problem Solving

Nice To Haves

Support leadership by executing with excellence.
Adapt quickly while maintaining accuracy and professionalism.
Own every task until it is fully completed.
Protect confidential information and operate with honesty.
Seek continuous improvement in every process.
Deliver exceptional work with urgency, consistency, and precision.

Responsibilities

Coordinate and execute executive initiatives, company-wide projects, cross-department projects, strategic initiatives, research assignments, and special projects.
Maintain project timelines and ensure deadlines are met.
Prepare for executive meetings by building agendas, preparing meeting packets, gathering reports, organizing supporting documentation, confirming attendees, and recording action items.
Own the Executive Office follow-up system, tracking executive commitments, leadership action items, vendor commitments, pending approvals, and outstanding decisions to ensure nothing falls through the cracks.
Maintain SOPs, organizational charts, leadership documents, meeting notes, policies, and executive files, ensuring all documentation remains current.
Prepare weekly reports, KPI dashboards, leadership scorecards, board materials, presentation decks, and quarterly summaries.
Conduct research related to vendors, investments, travel, market opportunities, products, software, and special projects, presenting findings in a concise and organized format.
Coordinate with department leaders regarding deadlines, deliverables, executive requests, meeting preparation, and follow-up items.
Execute daily, weekly, monthly, and quarterly checklists including project execution, executive support, follow-up monitoring, organization of files and documentation, and reporting.
May independently coordinate meetings, follow up with department leaders, organize executive documentation, prepare reports, recommend process improvements, and manage project timelines.
Escalate strategic decisions to the Director of Executive Operations.