Executive Operations Coordinator

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

About The Position

The Executive Operations Coordinator provides centralized administrative, hospitality, and logistical support for the Executive Leadership Team and executive offices. The position maintains a professional, organized, meeting-ready environment on the 8th floor and supports daily operations, leadership meetings, and executive events. It is a shared support role that handles routine, operational, and interrupt-driven tasks so Executive Assistants can focus on higher-level executive, strategic, and confidential responsibilities. The role supports executive office reception, visitor coordination, catering and meeting preparation, shared-space readiness, office supply inventory, and coordination with housekeeping or Facilities. It also provides routine administrative and logistical backup to Executive Assistants during busy periods or absences. The position does not independently manage executive calendars or inboxes, prepare board governance materials, draft confidential executive correspondence, or exercise executive-level judgment or decision-making authority. This is a safety-sensitive position under the Oklahoma Medical Marijuana and Patient Protection Act. The employee is subject to drug and alcohol testing, including random testing; marijuana is included in the screening panel. A medical marijuana license does not exempt the employee from testing or the consequences of a positive result under the employer’s Drug Free Workplace Policy.

Requirements

High school graduate or 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 and maintain a professional, welcoming, and organized environment.
Greet visitors and coordinate arrivals for board members, community partners, and executive visitors as needed.
Route administrative or logistical requests directed to the executive offices.
Coordinate catering for executive meetings, ELT meetings, leadership retreats, and executive events, including ordering, confirming delivery, and assisting with setup and breakdown.
Prepare conference rooms and meeting spaces, including setup, materials placement, and hospitality readiness.
Provide day-of support for meetings and events.
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 for executive offices and shared spaces.
Identify operational issues and coordinate their resolution with appropriate teams.
Provide routine administrative and logistical backup 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.