Executive Operations Coordinator

DNV•Houston, TX

16d•Hybrid

About The Position

The Executive Operations Coordinator provides operational and coordination support to the Digital & Transformation Leadership Team, with a primary focus on supporting the Director of Digital & Transformation. Digital & Transformation operates across a global organization, with leadership and teams located across North America, Europe, and other regions. This role will help create an effective operating rhythm across the leadership team by coordinating schedules, meetings, travel, communications, presentations, follow up activities, and other operational priorities. The position is intended to increase leadership capacity by ensuring important activities are well organized, commitments are followed through, and leaders can dedicate more of their time to strategic priorities, customers, innovation, transformation, people leadership, and delivery. The successful candidate will be proactive, highly organized, responsive, and comfortable working across senior stakeholders, multiple priorities, and global time zones. Strong judgment, attention to detail, discretion, and the ability to anticipate needs will be important to success. This role is based at our DNV office in Houston, TX presenting a dynamic hybrid schedule where employees will typically spend three (3) days per week working from either a DNV office or client location/site. Further details regarding role-specific requirements will be shared during the interview process.

Requirements

Bachelor's degree in Business Administration, Management, Communications, or a related field, or an equivalent combination of education and relevant experience.
3+ years of experience in executive support, business operations, coordination, project administration, or a similar role.
Strong organizational and time management skills with the ability to manage multiple priorities simultaneously.
Strong attention to detail and commitment to high quality work.
Experience coordinating meetings, travel, presentations, and operational activities.
Strong working knowledge of Microsoft Outlook, Teams, PowerPoint, Word, Excel, and related collaboration tools.
Comfortable adopting new digital tools and using technology to improve productivity and ways of working.
Ability to work effectively with global teams and coordinate across multiple time zones.
Ability to handle sensitive and confidential information with professionalism and discretion.
Proactive mindset with the ability to anticipate needs, solve problems, and work independently.
Strong interpersonal skills and the ability to work effectively with senior leaders and a broad range of internal and external stakeholders.
Strong written and verbal English communication skills
We conduct pre-employment drug and background screening

Nice To Haves

Practical experience using generative AI for communications, summaries, presentations, and workflow efficiency
Ability to critically review AI generated content for accuracy, tone, and confidentiality

Responsibilities

Provide day to day coordination support to the D&T Leadership Team, with primary responsibility for supporting the EVP of Digital & Transformation.
Coordinate calendars, meetings, appointments, and leadership activities across multiple regions and time zones.
Help organize and prioritize meeting requests, leadership engagements, customer interactions, and key commitments.
Coordinate D&T Leadership Team meetings, including agendas, materials, logistics, action tracking, and follow up.
Maintain visibility of important actions, deadlines, decisions, and commitments and support timely follow through.
Help coordinate activities and information flow across members of the D&T Leadership Team.
Coordinate domestic and international travel, including flights, hotels, ground transportation, itineraries, and associated logistics.
Support planning and logistics for leadership meetings, offsites, workshops, town halls, customer engagements, and other D&T events.
Coordinate travel documentation and schedules as required.
Prepare and submit expenses and support related administrative processes.
Support the preparation, coordination, and formatting of presentations, briefing materials, leadership updates, and other communications.
Assist with D&T communications, organizational announcements, town halls, and leadership messaging.
Support executive communications and professional digital engagement, including drafting and coordinating content for relevant external channels.
Coordinate inputs from multiple contributors and help ensure materials are complete, accurate, and prepared on time.
Help maintain communication schedules, distribution lists, templates, and supporting materials.
Support coordination of priorities and activities across the D&T Leadership Team.
Maintain action trackers and provide follow up support for key meetings, decisions, and initiatives.
Support onboarding and coordination activities for new D&T leaders and team members.
Help organize shared documentation, leadership materials, collaboration spaces, and team information.
Support routine procurement, invoice processing, budget administration, and other operational processes as needed.
Assist with coordination of external meetings, visitors, partners, and other key stakeholders.
Identify opportunities to simplify and improve leadership coordination and operational processes.
Make effective use of Microsoft 365, Teams, Copilot, AI tools, and other digital capabilities to improve productivity.
Develop reusable templates and simple processes that improve consistency and efficiency across D&T.
Help establish effective ways of working across a geographically distributed leadership team.
Build strong working relationships across Energy Systems and the broader DNV organization.