Executive Operations Coordinator (Maternity Leave Coverage)

Monark•Surrey, BC

About The Position

Monark is seeking a highly organized, strategically minded, and proactive Executive Operations Coordinator to support its Chief Operations Officer (COO). This role is a unique blend of executive support, operations coordination, and project management, providing critical oversight across cross-functional initiatives while ensuring the COO’s office operates efficiently. This position is being offered as an 18-month maternity leave coverage. The successful candidate will act as a central coordination point across teams, helping drive operational alignment, manage key initiatives, and ensure effective communication across the organization.

Requirements

3+ years supporting senior executives in a fast-paced, multi-functional environment.
Experience coordinating operational initiatives or cross-functional projects.
Exceptional organizational and time management skills.
Strong communication and stakeholder management abilities.
High level of professionalism, discretion, and sound judgment.
Advanced proficiency with productivity tools and project management platforms.
Ability to manage multiple priorities while maintaining attention to detail.
A proactive mindset – you anticipate needs, identify opportunities for improvement, and take initiative.

Responsibilities

Coordinate and track cross-functional operational initiatives led by the COO.
Maintain visibility across multiple workstreams to ensure projects remain aligned with strategic priorities.
Monitor timelines, deliverables, and dependencies across departments.
Identify potential operational risks or roadblocks and escalate proactively.
Support leadership in tracking progress on operational priorities and key initiatives.
Manage complex calendars, scheduling priorities, and meeting logistics for the COO.
Coordinate internal and external meetings with partners, leadership, and cross-functional teams.
Prepare agendas, track action items, and ensure follow-ups are completed.
Act as a trusted liaison between the COO and internal teams, external partners, and shareholders.
Handle sensitive and confidential information with professionalism and discretion.
Facilitate meetings across multiple teams including Operations, Finance, Procurement, Product Support, and Marketing.
Coordinate communication between departments to ensure alignment on operational priorities.
Track key updates across teams and maintain clear documentation of discussions, decision, and action items.
Support the onboarding and coordination of new partners or operational initiatives as needed.
Assist with compiling operational updates and insights for leadership.
Support the creation of executive summaries, reports, and presentations.
Organize data and insights to help leadership track performance and operational progress.
Document operational workflows, processes, and key internal procedures.
Support initiatives that improve efficiency across operations and executive workflows.
Help evaluate tools and systems that enhance productivity, collaboration, and reporting.
Maintain project tracking systems and task management tools used across operations.
Support leadership in implementing productivity and workflow tools where appropriate.
Assist in organizing operational information and documentation for accessibility across teams.