Executive Operations Coordinator

ARDX•Norfolk, VA

31d

About The Position

The Executive Operations Coordinator provides general administrative support to assigned leaders and team members. The role manages calendars and meetings, prepares and formats business materials and correspondence, coordinates communications with executive team members, and maintains organized departmental records and information systems. It also supports routine administrative transactions, travel, expenses, purchasing, invoices, projects, events, and special initiatives while maintaining confidentiality and tracking deadlines and action items. The coordinator uses approved generative AI and other technology to improve administrative efficiency, support research and decision-making, and identify opportunities to automate or streamline routine processes. AI-generated content must be reviewed for accuracy, completeness, tone, and appropriateness, and AI tools must be used responsibly in accordance with organizational confidentiality, privacy, security, and proprietary-information policies. Other administrative duties may be assigned.

Requirements

Bachelor's degree.
5 years of professional administrative, office, or related experience.
Demonstrated experience using generative AI tools (e.g., ChatGPT, Microsoft Copilot, or comparable platforms) in a professional environment to improve productivity, communication, research, and administrative processes.
Proficient in MS Office, including Outlook, Word, Excel, and PowerPoint.

Nice To Haves

Experience with Jira preferred.

Responsibilities

Provide general administrative support to assigned leaders and team members.
Manage calendars, schedule appointments, and coordinate routine meetings.
Prepare meeting agendas, materials, presentations, correspondence, and other requested documents.
Coordinate meeting logistics, including conference rooms, virtual meeting links, materials, and refreshments when applicable.
Coordinate communication with executive team members.
Monitor and organize departmental email, correspondence, files, and records.
Draft and format routine emails, letters, reports, and other business communications.
Maintain electronic and physical filing systems and ensure records are organized and accessible.
Enter, maintain, and retrieve information from organizational systems, spreadsheets, databases, and other administrative tools.
Assist with travel arrangements, expense reports, purchasing, invoices, and other routine administrative transactions.
Track deadlines, action items, and administrative deliverables and provide appropriate reminders.
Receive and appropriately route telephone calls, visitors, inquiries, and correspondence.
Support departmental projects, events, meetings, and special initiatives as assigned.
Maintain confidentiality when handling sensitive business, employee, customer, or organizational information.
Identify opportunities to improve administrative processes and office efficiency.
Leverage approved generative AI tools to improve administrative efficiency, including drafting correspondence, summarizing information, preparing meeting materials, developing presentations, and organizing content.
Use AI-assisted tools to research, analyze, and synthesize information to support departmental activities and decision-making.
Identify appropriate opportunities to automate or streamline routine administrative processes using AI and other technology.
Review and validate AI-generated content for accuracy, completeness, tone, and appropriateness before use.
Ensure responsible AI use in accordance with organizational policies regarding confidentiality, privacy, security, and proprietary information.
Perform other administrative duties as assigned.