Executive Operations Lead

Quinn Evans•Washington, DC

6d•$65,000 - $95,000•Hybrid

About The Position

Quinn Evans seeks an Executive Operations Lead to provide executive support to the CEO while helping advance, coordinate, and execute the CEO’s priorities across the firm. The role also provides administrative leadership and office support for the Washington, DC office. Combining executive operations, leadership coordination, strategic support, organizational follow-through, and local office administration, the position serves as a trusted resource to the CEO and Executive Team. The Executive Operations Lead helps ensure leaders are prepared, informed, aligned, and able to focus their time and attention on the firm’s highest priorities. The successful candidate will bring a proactive, strategic, people-oriented approach, operate independently with sound judgment, anticipate needs, synthesize information, solve problems, and own work through completion. The role leads and coordinates the administrative team, helping establish effective practices, encourage collaboration across offices, and support the professional development and performance of administrative team members. It also serves as the primary administrative resource for the Washington, DC office. Quinn Evans is a nationally recognized, women-owned architecture and design firm. The firm describes its work as informed by cultural and sustainable stewardship and highlights a collaborative and diverse workplace, professional development, competitive compensation, and a supportive hybrid work environment.

Requirements

Significant experience supporting senior executives, organizational leaders, or complex professional services environments.
Demonstrated experience managing complex executive calendars and competing priorities.
Excellent verbal and written communication skills, including the ability to communicate effectively with employees, consultants, clients, and other stakeholders.
Strong organizational and time-management skills, with the ability to manage multiple priorities and deliver accurate work with urgency.
Ability to operate independently, anticipate needs, exercise sound judgment, and take initiative without waiting for direction.
Strong analytical and problem-solving skills, including the ability to gather, synthesize, and communicate information effectively.
Demonstrated ability to manage projects and drive follow-through across multiple stakeholders.
Strong interpersonal skills and ability to build effective relationships with individuals at all levels of an organization.
Discretion, trustworthiness, and ability to handle confidential and sensitive information.
Adaptability and resourcefulness in responding effectively to changing priorities and circumstances.
Proficiency with Microsoft Office 365, Microsoft Teams, Deltek, Affinity, and remote collaboration platforms.
Commitment to contributing to a vibrant, collaborative hybrid work environment.

Nice To Haves

Bachelor’s degree preferred; equivalent relevant experience may be considered.
Experience working in a service-oriented or professional services environment.
Knowledge of architectural and engineering terminology.
Experience leading, coordinating, or developing administrative staff.

Responsibilities

Manage the CEO’s calendar, including internal and external meetings, business development activities, travel, and leadership commitments; proactively manage time to support strategic priorities and resolve scheduling conflicts.
Clarify the purpose, participants, preparation requirements, desired outcomes, and logistics for scheduled activities.
Coordinate travel planning, itineraries, accommodations, and related logistics for the CEO and, as appropriate, Executive Team members.
Schedule and manage logistics for Executive Team and leadership meetings, retreats, and other firmwide activities; maintain the annual calendar for One Firm activities and remind leaders of commitments and follow-up obligations.
Serve as a trusted resource and thought partner to the CEO, helping identify and prioritize matters requiring attention, follow-up, or escalation.
Prepare the CEO for meetings, discussions, and decisions by gathering, organizing, and synthesizing relevant information; conduct research as needed.
Develop materials, summaries, presentations, reports, and other information to support executive decision-making.
Identify connections, trends, recurring issues, and emerging opportunities relevant to the CEO and Executive Team.
Translate CEO priorities into coordinated actions, proactively follow up on commitments, and independently address issues before they become obstacles.
Coordinate among the CEO, Executive Team, and other firm leaders; prepare meeting agendas, materials, background information, and resources.
Track leadership decisions, commitments, action items, and next steps; facilitate follow-up and accountability.
Coordinate information and activities across teams and offices, maintain awareness of firm priorities and leadership commitments, and help distribute important information promptly.
Support leadership retreats, planning activities, firmwide meetings, and other executive-level events.
Gather, organize, synthesize, and distribute information for executive and leadership decision-making; maintain organized records of decisions, meeting notes, action items, data, reports, and narrative documents.
Manage and distribute information about outcomes and results from leadership meetings and initiatives, maintaining confidentiality and discretion.
Represent the CEO and Quinn Evans professionally in internal and external communications; draft, edit, proofread, and coordinate executive communications, correspondence, presentations, and other materials.
Build trusted relationships and work effectively with firm leaders, employees, clients, consultants, community partners, and other external stakeholders.
Lead or coordinate projects and cross-functional initiatives that support the CEO, Executive Team, and firm leadership; improve processes, communication, coordination, and information flow.
Monitor timelines, deliverables, and dependencies for assigned initiatives, and drive projects through completion with appropriate communication and follow-through.
Lead and coordinate the administrative team to provide consistent, high-quality support across the firm; establish communication and collaboration practices.
Support administrative team members’ professional development, goal setting, feedback, performance management, and development; account for differing workstyles, strengths, responsibilities, and needs.
Identify improvements to administrative processes, systems, and collaboration across offices and departments; serve as a resource and escalation point for administrative team members.
Delegate administrative activities appropriately while maintaining accountability for timely, high-quality execution.
Serve as the primary administrative resource for the Washington, DC office and help maintain an organized, welcoming, and productive workplace.
Coordinate logistics for local office meetings, presentations, events, and gatherings, including scheduling, room setup, technology, materials, and catering.
Coordinate with building management, vendors, IT, facilities, and other service providers to address office needs and resolve issues.
Monitor office supplies, equipment, kitchen, and meeting-room needs and coordinate replenishment or service.
Coordinate or delegate office administration while retaining accountability for the DC office’s administrative needs.