Executive Operations Coordinator
About The Position
The Executive Operations Coordinator provides high-level operational, administrative, and project coordination support to the Chief Executive Officer and executive leadership at Sunny Glen Children’s Home. This role serves as a central point of coordination for leadership priorities, initiative tracking, process improvement, and executive workflow management. The position requires exceptional organization, strong judgment, and the ability to manage multiple priorities with minimal supervision. The Executive Operations Coordinator is proactive, detail-oriented, and capable of anticipating leadership needs while maintaining strict confidentiality. This individual plays a key role in supporting organizational initiatives, tracking action items, coordinating executive projects, and strengthening internal communication and operational efficiency. The ideal candidate is tech-savvy, adaptable, and takes initiative. Flexible hours are required, with the ability to adjust the schedule based on business needs.
Requirements
- Strong organizational and time-management skills
- Excellent written and verbal communication skills
- Experience using Microsoft Office (Word, Excel, Outlook, PowerPoint)
- Experience using Google Workspace (Docs, Sheets, Drive, Calendar)
- Asana or similar project management tools familiarity preferred
- EOS (Entrepreneurial Operating System) familiarity preferred
- Experience with or willingness to learn CRM platforms and AI-assisted workflows
- Social media platforms (basic working knowledge)
- Experience working with policies, procedures, and process documentation
- Ability to multitask and prioritize in a fast-paced environment
- Experience in nonprofit operations a plus
- Ability to exercise independent judgment and work with minimal supervision
- High school diploma or equivalent required
- Minimum of five (5) years of experience performing administrative duties
- Must be 21 years of age or older
- Valid Texas Driver's License with an excellent driving record
- Have a record of tuberculosis screening showing the employee is free of contagious TB
- Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations.
- Ability to write reports, business correspondence, and procedure manuals.
- Ability to effectively present information and respond to questions from groups of managers, clients, and the general public.
- Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
- Ability to compute rate, ratio, and percent
Nice To Haves
- College Degree preferred
- Prior experience supporting executive-level staff preferred
- Bilingual in English and Spanish preferred
Responsibilities
- Provide direct administrative and operational support to the CEO and executive leadership
- Manage calendars, schedules, meetings, and follow-ups
- Organize documents, records, and digital files with accuracy and confidentiality
- Handle sensitive information with professionalism and discretion
- Prepare weekly and monthly reports for the CEO on key operational metrics and KPIs
- Track action items from leadership meetings and ensure accountability loops close
- Support CRM management and data integrity across organizational platforms and donor management systems
- Assist with AI-powered workflow tools and automation platforms as directed by leadership
- Coordinate with IT on system access, onboarding tech setup, and troubleshooting basic issues
- Maintain and update digital dashboards, trackers, and reporting tools
- Support the EOS process including preparation for L10 meetings, quarterly rocks tracking, and scorecard updates
- Maintain and distribute the V/TO (Vision/Traction Organizer) and accountability chart updates
- Track Issues List items and ensure follow-through on To-Dos between meetings
- Assist in preparing materials for quarterly and annual planning sessions
- Manage and maintain Asana workspaces including task creation, assignments, due dates, and status updates
- Monitor project timelines and flag delays or bottlenecks to leadership proactively
- Create and maintain standard operating procedures (SOPs) for recurring workflows
- Support cross-departmental coordination on organizational initiatives
- Identify inefficiencies and recommend process improvements
- Assist with preparation of board meeting packets, agendas, and minutes
- Coordinate logistics for board meetings, committee meetings, and donor events
- Maintain board member contact information and term tracking
- Support grant reporting timelines and document assembly as needed
- Coordinate donor acknowledgment letters and gift tracking in partnership with Fund Development
- Assist with event logistics for fundraising campaigns and community engagement activities
- Support light content creation for social media, newsletters, or internal communications
- Maintain media and brand asset files
- Assist HR with onboarding logistics including document preparation and scheduling
- Help coordinate staff appreciation events, trainings, and internal communications
- Track certification renewals, training completions, and compliance deadlines
- Prepare weekly and monthly reports for the CEO on key operational metrics
- Track departmental deliverables and follow up with department heads on outstanding items
- Maintain a running action item log from leadership meetings and ensure accountability loops close
- Coordinate tasks, projects, and deadlines using tools such as Asana and EOS
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
