Executive Operations Specialist

A E M Inc-posted 17 days ago

Full-time • Mid Level

Springfield, VA

501-1,000 employees

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The Executive Operations Specialist provides senior-level administrative, operational, and project support to Leadership Team members, including the CEO, CFO, SVP Business Operations, and other senior positions. This role enhances leadership team efficiency, communications, and ensures the timely execution of initiatives and priorities across multiple business units. The position acts as a proactive facilitator, administrator, and liaison, supporting cross-functional efforts in project management, organizational improvements, and process enhancement.

Coordinate scheduling, logistics, and priorities for multiple leadership team members
Prepare, edit, and refine professional documents, presentations, and communications
Maintain organization of leadership records, files, action items, and follow-up tasks
Track deadlines and proactively ensure commitments are met
Facilitate business expense auditing and reporting
Review and draft senior-level correspondence, briefs, reports, and summaries
Represent the Leadership Team professionally with internal and external stakeholders
Support meeting planning, agenda development, minutes, and post-meeting follow-up
Assist with internal communications, announcements, and messaging initiatives
Conduct market or competitor research to inform leadership discussions
Gather and analyze data to evaluate marketing initiatives and opportunities
Initiate and follow-up on leadership communications with clients, prospects, and service partners
Conduct research and analysis to support leadership decision-making
Track and organize KPIs, operational metrics, and business initiatives
Assist with business cases, reports, and cross-functional projects
Identify opportunities to streamline workflows, systems, or communication processes
Coordinate and manage digital optimization tools, productivity systems, and collaboration platforms
Utilize AI platforms to improve research, summarization, drafting, and analytics
Assist with support and troubleshooting of technical or software issues, coordinating with IT when necessary
Research and recommend technologies that improve performance, efficiency, or user experience

Demonstrated competency with advanced digital tools and AI platforms
Highly organized and capable of managing multiple priorities simultaneously
Strong technical proficiency with digital productivity tools and platforms
Ability to work independently and proactively anticipate leadership needs
Strong interpersonal skills with a polished, professional presence
Familiarity with data analysis, reporting, or operational metrics
Ability to read and interpret documents written in English to an above average competency, such as requests for proposals, agreements, bid solicitations, scopes of work, rules, operating and procedure manuals.
Ability to write routine reports and customer correspondence.
Strong ability to speak effectively before individuals and groups of people (e.g., customers or employees of organization), along with the ability to present complex solutions to customer problems in a way that is simple and easy to understand.
Ability to work with mathematical concepts such as probability and statistical inference and apply concepts such as fractions, percentages, ratios and proportions to practical situations.
Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
Ability to define problems, collect data, establish facts, and draw valid conclusions.
Ability to use hands to finger and type.
Ability to hear well enough to communicate both internally and externally.
Ability to see well enough to read written items and use a computer.
Ability to stand, walk, and stoop.
Ability to sit and reach with hands and arms.
Ability to lift and/or move up to 10 pounds.
MS Word Advanced
MS Excel Advanced
MS Power Point Advanced

Bachelor’s degree preferred, or equivalent combination of experience with 3–5+ years of experience in administrative, project support, or similar role required.
Experience supporting senior leadership or executive teams, as well as marketing, communications, or business development support preferred.
Experience with CRM, project management, or collaboration platforms helpful.

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