Executive Operations Coordinator

Family & Children's Services•Tulsa, OK

10d

About The Position

The Executive Operations Coordinator provides centralized administrative, hospitality, and logistical support for the Executive Leadership Team (ELT) and executive offices. The role keeps the 8th-floor executive environment professional, organized, and meeting-ready, supports daily operations and executive meetings and events, and absorbs routine, operational, and interrupt-driven tasks so Executive Assistants can focus on higher-level executive, strategic, and confidential responsibilities. The coordinator serves as the primary contact for the 8th-floor executive offices, welcomes and directs visitors, coordinates catering and meeting logistics, prepares shared spaces, monitors supplies, and arranges housekeeping or Facilities assistance. The position also provides routine administrative backup to Executive Assistants and assists with meeting materials and leadership retreats. The role provides operational and logistical support and 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 and is subject to drug and alcohol testing, including random testing.

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, organized environment.
Greet visitors and coordinate arrivals for board members, community partners, and executive visitors as needed.
Act as an initial routing point for administrative or logistical requests directed to the executive offices.
Coordinate catering for executive and ELT meetings, leadership retreats, and executive events, including placing orders, 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 proactively and coordinate resolution with appropriate teams.
Provide routine administrative and logistical backup support to Executive Assistants during high-workload periods or absences.
Assist with document preparation, copying, and assembly of meeting materials as assigned.
Support leadership retreats and recurring executive meetings in coordination with the CEO’s Executive Assistant.