Executive Operations Coordinator

Kinective•Gilbert, AZ

9d•Onsite

About The Position

The Executive Operations Coordinator is a member of Kinective’s Executive Support team and partners closely with the Manager, Executive Services to help the Executive Leadership Team operate effectively. The role combines high-touch executive support with ownership of operational work and cross-functional projects, with responsibility expanding as the coordinator builds context and demonstrates success. The coordinator manages complex executive calendars, travel, briefings, and confidential communications; owns the planning and execution of company events and offsites; coordinates projects and maintains operational documentation; administers the Ramp travel and expense platform and supports expense and budget processes; and uses or helps develop AI-enabled tools and workflows to improve executive operations. This is an in-office role, five days per week, with stated hours of 8 a.m. to 5 p.m.

Requirements

At least 3 years of experience in an executive support, project coordination, or operations role.
Demonstrated experience managing complex executive calendars across multiple time zones.
Experience coordinating corporate events or offsites; end-to-end ownership is preferred.
Proficiency with expense management tools such as Ramp, Concur, or similar, and the Microsoft Office suite.
Familiarity with AI productivity tools and genuine interest in how they can improve operations.
Exceptional written and verbal communication skills.
Ability to work independently with strong judgment and minimal direction.
Ability to handle confidential and sensitive information with discretion.
Ability to manage many moving parts, anticipate needs, communicate professionally, and build durable processes.

Nice To Haves

End-to-end ownership of corporate event or offsite coordination.
Experience with Ramp, Concur, or similar expense management platforms.
Experience building Glean skills, agents, or other automation tools.

Responsibilities

Manage high-volume, complex calendar coordination for members of the Executive Leadership Team, including frequent scheduling changes.
Arrange domestic and international travel, including flights, hotels, ground transportation, and detailed itineraries.
Prepare executive briefings, agendas, meeting materials, and follow-up action items.
Serve as a trusted proxy for sensitive communications and confidential information.
Coordinate company events end to end, including leadership offsites, Board meetings, customer advisory boards, and company-wide summits.
Source and contract venues; manage vendors, audiovisual needs, catering, rooming blocks, registration, and event budget tracking.
Support logistics for external industry events and partner dinners.
Take ownership over time of assigned functional areas, such as expense platform administration, AI tool development, and event coordination.
Build and maintain standard operating procedures, playbooks, and operating documentation.
Coordinate cross-functional programs, keeping stakeholders aligned and projects on track.
Administer and support the Ramp travel and expense platform, including policy enforcement, user support, and reporting.
Process and reconcile expense reports and assist with tracking event and executive spending.
Use and help develop AI tools and workflows to improve efficiency across executive operations.
Identify automation opportunities and assist with building Glean skills, agents, or other tools to reduce manual work.