Executive Operations Lead

Quinn Evans•Columbia, WA

5d•Hybrid

About The Position

Quinn Evans seeks an Executive Operations Lead to provide executive support to the CEO while advancing, coordinating, and executing the CEO’s priorities across the firm. The role also provides administrative leadership and office support for the Washington, DC office. It combines 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, helping ensure leaders are prepared, informed, aligned, and able to focus on the firm’s highest priorities. The successful candidate will bring a proactive, strategic, people-oriented approach and be highly organized, resourceful, and comfortable operating independently with sound judgment. The role includes anticipating needs, identifying issues and opportunities, synthesizing information, solving problems, and taking ownership of work through completion. It also leads and coordinates the administrative team, establishing effective practices, encouraging collaboration across offices, and supporting team members’ professional development and performance.

Requirements

Bachelor’s degree preferred; equivalent relevant experience may be considered.
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 and demonstrated 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 people at all levels of an organization.
Discretion, trustworthiness, and ability to handle confidential and sensitive information.
Adaptability and resourcefulness when responding 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

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 allocate time to strategic priorities and resolve scheduling conflicts.
Ensure scheduled activities have clear purposes, participants, preparation requirements, desired outcomes, and logistics.
Coordinate travel planning, itineraries, accommodations, and related logistics for the CEO and, as appropriate, Executive Team members.
Schedule and manage logistics for Executive Team meetings, leadership meetings, retreats, One Firm activities, and other firmwide activities; maintain the annual calendar and communicate upcoming commitments and follow-up obligations.
Serve as a trusted resource and thought partner to the CEO by providing context, organization, and perspective for decision-making.
Help identify and prioritize matters requiring CEO attention, follow-up, or escalation; prepare relevant information for meetings and decisions.
Identify connections, trends, recurring issues, and opportunities; conduct research and develop materials, summaries, presentations, and reports to support executive decision-making.
Translate CEO priorities into coordinated actions, follow up on commitments, and independently address issues before they become obstacles.
Coordinate communication and activities among the CEO, Executive Team, firm leaders, teams, and offices.
Prepare agendas, materials, and background information for leadership meetings; track decisions, commitments, action items, and next steps and facilitate accountability and follow-through.
Support leadership retreats, planning activities, firmwide meetings, and other executive-level events.
Gather, organize, synthesize, maintain, and distribute information, including decisions, meeting notes, action items, data, reports, and narrative documents, while 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 across the firm and serve as a responsive point of contact for employees, firm leaders, clients, consultants, community partners, and other stakeholders.
Lead or coordinate projects and cross-functional initiatives supporting the CEO, Executive Team, and firm leadership; improve processes, communication, coordination, and information flow; monitor timelines and deliverables and drive assigned work to completion.
Lead and coordinate the administrative team, establish communication and collaboration practices, support professional development and continuous improvement, and contribute to goal setting, feedback, and performance management.
Identify improvements to administrative processes and systems, serve as a resource and escalation point for administrative staff, and delegate activities while maintaining accountability for quality and timeliness.
Serve as the primary administrative resource for the Washington, DC office and help maintain an organized, welcoming, productive workplace.
Coordinate local office meetings, presentations, events, and gatherings, including scheduling, room setup, technology, materials, and catering.
Coordinate with building management, vendors, IT, facilities, and service providers to resolve office needs; monitor supplies, equipment, kitchen, and meeting-room needs and arrange replenishment or service.
Delegate or coordinate office administration while retaining accountability for the DC office’s administrative needs.