Executive Operations Coordinator (DMV-Based)

Action Squared

7d • Hybrid

About The Position

We are seeking a highly organized, proactive, and detail-oriented Executive Operations Coordinator to provide high-level administrative, operational, and coordination support to senior leadership. This role serves as a key partner in ensuring leaders are organized, prepared, and able to focus on strategic priorities by managing complex scheduling, coordinating high-stakes meetings, tracking follow-through, and supporting key organizational operations. The ideal candidate thrives in fast-paced environments, is exceptionally organized, and excels at keeping leaders and teams aligned on priorities. This individual will play a critical role in ensuring leadership operations run smoothly while helping maintain accountability across key organizational initiatives. This role is considered hybrid because, while the majority of time will be flexible or work-from-home, the expectation is that the person will need to go into the office to support in-person meetings, events, and leadership needs as required. Schedules and expectations will be set with the Senior Manager of Finance and Business Operations.

Requirements

• At least 2-4 years of experience supporting senior executives, leadership teams, or complex organizational operations
• Must be based in the DMV area (Washington, D.C., Maryland, or Virginia)
• Strong experience managing complex calendars and scheduling across multiple stakeholders
• Excellent meeting coordination, organization, and follow-through skills
• Highly organized and proactive with a strong sense of urgency and accountability
• Strong attention to detail and ability to manage multiple priorities simultaneously
• Ability to handle confidential information with professionalism and discretion
• Professional, adaptable, and solutions-oriented
• Ability to go into the DC office to coordinate logistics for meetings and events
• Strong executor who helps leaders stay focused on high-priority work
• Excellent written and verbal communication skills
• Proficiency with Google Workspace, Slack, and project management tools

Nice To Haves

• Knowledge of Sage Intacct and expense management software such as Bill.com or Expensify is a plus.

Responsibilities

• Manage complex calendars for senior leaders, ensuring schedules align with organizational priorities and quarterly goals
• Coordinate meetings across multiple stakeholders while balancing competing priorities and resolving scheduling conflicts
• Conduct regular check-ins with senior leaders to identify pending priorities and help move strategic initiatives forward
• Schedule performance management meetings and related leadership review processes
• Coordinate travel logistics for senior leaders, including transportation, lodging, and itineraries
• Coordinate Senior Leadership Team meetings, all-staff meetings, and monthly staff meetings
• Collect agenda items from stakeholders and prepare/distribute meeting agendas in advance
• Manage meeting logistics, including room reservations and technology setup as needed
• Attend meetings when appropriate to capture notes, document action items, and ensure accountability for follow-up
• Track progress on meeting deliverables and follow up with team members on outstanding action items
• Support board meeting logistics, including scheduling, agenda coordination, materials preparation, and follow-up tracking
• Support hiring logistics by coordinating interview schedules, communicating with candidates, and ensuring job postings are published
• Follow up with hiring managers to ensure job descriptions and hiring materials are completed on time
• Coordinate onboarding logistics for new hires, including deadlines, required documentation, and systems access
• Partner with hiring managers to support role-specific onboarding plans
• Provide general administrative support, including document management, electronic filing, recordkeeping, and data entry
• Coordinate logistics for retreats, annual planning sessions, and internal team events
• Support employee engagement initiatives such as survey communications and participation tracking
• Support special projects and additional operational needs as required
• Assist with invoice processing, expense reports, reimbursements, and basic expense tracking
• Support budgeting processes and maintain accurate operational spending records
• Serve as a liaison between leadership and office management teams
• Coordinate office-related requests such as meeting space reservations, supplies, and facilities needs
• Partner across departments to ensure smooth communication and execution of organizational priorities

What This Job Offers

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