Executive Operations Coordinator

ACT FULFILLMENT INC•Jurupa Valley, CA

10d•$25 - $28•Onsite

About The Position

The Executive Operations Coordinator provides administrative, reporting, and project coordination support to the Chief Financial Officer, President/CEO, and executive leadership team. The position reports directly to the Chief Financial Officer and supports the President/CEO through a dotted-line relationship. It coordinates executive initiatives, departmental reporting and KPIs, board meeting administration, operational information, business travel processes, corporate materials, and cross-functional activities. The role does not directly manage the departments or functions it supports; it helps establish and maintain processes for gathering information, documenting commitments, tracking deadlines, following up on outstanding items, and escalating gaps as appropriate. The successful candidate is organized, proactive, resourceful, and comfortable working across departments and organizational levels, with strong follow-through, sound judgment, discretion, and professional confidence. The role supports executive and leadership meetings, presentations, records, correspondence, special projects, and travel. It coordinates recurring KPI and business-performance reporting, maintains scorecards and trackers, follows up on missing or overdue information, and organizes information into executive summaries. It tracks projects, milestones, owners, deliverables, and deadlines, and supports board meeting logistics and materials under the direction of the Corporate Secretary, including preparing draft minutes and tracking board action items. Additional responsibilities include maintaining records and reporting for facilities, operational equipment, technology, and other corporate assets; coordinating tracking of forklift/PIT meter hours, utilization, certifications, company devices, and related records; supporting consistent executive and sales travel processes; and organizing approved marketing collateral, presentations, templates, and electronic files. The coordinator communicates professionally with executives, employees, board members, customers, and vendors, follows up on outstanding commitments, and escalates unresolved issues appropriately. The position is based in Jurupa Valley, California, at Universe. It is full-time, with a day shift and travel of up to 25%. The work is primarily in an office, with occasional to frequent movement through offices and warehouse environments. Occasional local travel between facilities, meeting locations, or vendor sites may be required. Early mornings, evenings, or schedule flexibility may occasionally be needed for executive, board, travel, or special-event requirements. Physical demands include regular sitting, occasional lifting or carrying of items generally up to 25 pounds, and occasional to frequent standing or walking. Warehouse exposure may include noise, temperature variation, dust, moving equipment, loading docks, and vehicle traffic; site-specific PPE may be required.

Requirements

Exceptional organizational, prioritization, time-management, and follow-through skills.
Demonstrated initiative and ownership of assignments and outcomes.
Ability to manage multiple concurrent priorities, deadlines, requests, and stakeholders in a fast-paced environment.
Ability to create and maintain trackers, schedules, records, scorecards, reports, and organized electronic files.
Professional confidence to follow up with employees and leaders at all levels regarding deadlines and required information.
Ability to be persistent and direct while remaining professional, diplomatic, and respectful.
Strong written, verbal, and interpersonal communication skills.
Ability to take accurate meeting notes and document decisions, commitments, action items, owners, and deadlines clearly.
Ability to organize information from multiple sources into clear reports and executive summaries.
Ability to identify missing information, inconsistencies, overdue items, and potential issues and ask appropriate questions.
Strong problem-solving skills, resourcefulness, intellectual curiosity, and willingness to learn unfamiliar business processes.
Ability to work independently while collaborating effectively with executive leadership and cross-functional departments.
Professionalism, integrity, discretion, confidentiality, adaptability, and sound judgment.
Ability to prioritize competing requests and deadlines based on urgency, importance, and executive direction; recognize incomplete or overdue information and determine appropriate follow-up and escalation.
Ability to maintain composure and professionalism under deadline pressure and when handling sensitive matters.
Ability to exercise discretion with confidential employee, board, customer, financial, operational, and business information, and to make decisions consistent with company policies, established processes, business objectives, and executive direction.
Experience with Microsoft Office Suite, including Excel, Word, PowerPoint, Outlook, and Teams.
Ability to learn and effectively use new software, reporting tools, and technology platforms.
Valid driver's license, proof of insurance, and a clean motor vehicle report throughout employment.

Nice To Haves

Prior experience in administrative support, executive support, business operations, project coordination, financial services, logistics, distribution, hospitality, or another deadline-driven environment.
Experience supporting senior leadership or coordinating work across multiple departments.
Experience preparing reports, presentations, meeting materials, trackers, or other business documentation.
Experience with board or executive meeting support.
Experience in a multi-site organization, warehouse, distribution, logistics, manufacturing, or 3PL environment.
Experience with Microsoft SharePoint, Planner, Power BI, or other project-management and business-reporting tools.
Intermediate Excel skills, including formulas, filtering, sorting, data organization, and preparation of recurring reports.
Experience with ERP, WMS, asset-tracking systems, or other business applications.
Associate's or bachelor's degree in Business Administration, Operations, Communications, Finance, Project Management, or a related field; equivalent education, training, certifications, and relevant work experience may be considered.

Responsibilities

Provide administrative and project coordination support to the Chief Financial Officer and President/CEO.
Coordinate executive and leadership meetings, including schedules, agendas, presentation materials, logistics, and follow-up.
Maintain executive action-item lists and follow up on commitments, deliverables, and deadlines.
Assist with executive presentations, correspondence, reports, special projects, and company-wide initiatives.
Maintain confidential executive records and information with discretion.
Coordinate executive travel arrangements and related administrative requirements as needed.
Coordinate collection of recurring KPI and business-performance information from departments and operating facilities.
Maintain executive scorecards, trackers, dashboards, and other reporting tools.
Follow up with department and facility leaders regarding missing, incomplete, or overdue information; track deadlines and communicate outstanding requirements.
Organize information from multiple departments into concise executive-level summaries and identify reporting gaps or unresolved items for escalation.
Help improve the consistency, organization, and timeliness of departmental reporting processes.
Maintain trackers for key projects, organizational initiatives, and executive priorities, including milestones, owners, deliverables, due dates, and status.
Coordinate information and activities across departments and support processes for project reporting and accountability.
Support special projects and other business initiatives as assigned.
Support board meeting administration and logistics under the direction of the Corporate Secretary.
Coordinate board meeting schedules, meeting space, technology, meals, and other logistics.
Assist with collecting, preparing, organizing, and timely distributing board presentations and meeting materials.
Serve as meeting scribe and prepare draft minutes for review and approval by the Corporate Secretary.
Maintain organized board records and supporting documentation, and track board action items and follow-up requests as directed.
Coordinate and maintain information, records, and reporting relating to facilities, operational equipment, technology, and corporate assets.
Maintain or coordinate tracking of forklift and powered industrial truck (PIT) meter hours, utilization, certifications, and related documentation.
Maintain or coordinate tracking of company cell phone assignments, computers and laptops, technology hardware, equipment, and other asset records.
Coordinate facility reporting, operational data, training records, certifications, and recurring administrative requirements.
Work with responsible departments to maintain accurate, current information and establish consistent reporting processes where needed.
Support development and administration of consistent business travel processes for the executive and sales teams; coordinate executive travel as needed, but not all sales travel.
Maintain travel-process reporting and tracking for plans, approvals, required documentation, and adherence; follow up on outstanding information and escalate exceptions.
Maintain travel scorecards or trackers that provide leadership visibility into compliance with established processes.
Organize and maintain company marketing collateral, corporate presentations, templates, and related materials; help ensure employees have access to current, approved versions.
Coordinate material updates, maintain document version control and organized electronic files, and assist with presentations, customer visits, special events, and other corporate activities.
Maintain clear, timely, and professional communication with executives, managers, employees, board members, customers, and vendors.
Follow up professionally when information, reporting, approvals, or deliverables are not received by established deadlines; escalate unresolved issues through the appropriate reporting line.
Exercise discretion, diplomacy, good judgment, and appropriate urgency in communications.
Perform other duties and responsibilities as necessary or desirable, with or without notice.