Leadership Operations Coordinator

Buddha Jewelry•Seattle, WA

2d•$32 - $37•Onsite

About The Position

Buddha Jewelry is seeking a highly organized, proactive, and resourceful Leadership Operations Coordinator to support its growing operations across the US, UK, and Europe. This cross-functional role will provide administrative and coordination support to the Leadership Team, while also owning key processes in People Operations, office management, finance administration, and international business operations. The ideal candidate will anticipate needs, create order, and ensure smooth operations, making life easier for the team. This role requires excellent judgment, strong follow-through, discretion, and a bias towards action to help a growing organization operate with excellence.

Requirements

3+ years of experience in executive support, business operations, office management, people operations, project coordination, or a similarly broad administrative role.
Exceptional organization and follow-through with the ability to manage many small but important details without losing sight of larger priorities.
Strong calendar management, scheduling, and coordination skills.
Excellent written and verbal communication.
High degree of discretion and sound judgment when handling confidential employee, financial, legal, and executive information.
Comfortable working independently, identifying what needs attention, and moving work forward without waiting for detailed instructions.
Ability to prioritize effectively in a growing environment where needs and priorities can change quickly.
Strong technology aptitude and comfort learning new systems and workflows.
Comfortable coordinating across international teams and time zones.
A service-oriented mindset paired with the confidence to follow up, ask questions, and hold others accountable for commitments.
Genuine enthusiasm for making systems, teams, and workplaces work better.
Able to work 100% on-site in Seattle, WA

Nice To Haves

Experience with HRIS, project management, collaboration, or accounting systems is helpful; experience with platforms such as Ninety, NetSuite, Shopify, and Google Workspace is a plus.
Genuine commitment to equity, inclusion, and compassion
Are the person who remembers the thing everyone else forgot.
Love a good checklist but understand that the checklist exists to help people, not the other way around.
See an unanswered email, approaching deadline, or dangling action item and instinctively want to close the loop.
Can gracefully remind a senior leader that they still owe someone a deliverable.
Are equally comfortable interacting with a new employee, a company founder, an accountant, or an international attorney.
Enjoy creating structure where it doesn’t yet exist.
Can distinguish between something that is merely urgent and something that is actually important.
Believe excellent operations should often feel invisible: things simply work.

Responsibilities

Provide administrative and coordination support to members of the Leadership Team, with particular support for the executive leadership.
Manage calendars, scheduling, meeting logistics, and coordination across multiple leaders and time zones.
Help coordinate Leadership Team meetings, company meetings, planning sessions, and other key operating rhythms.
Support leaders in tracking commitments, follow-ups, and action items, including helping maintain Ninety.io To-Dos and ensuring important next steps stay visible and on track.
Assist with domestic and international travel planning, itineraries, meeting logistics, and related coordination as needed.
Help prepare agendas, materials, notes, and follow-up communications for key meetings.
Anticipate administrative needs and proactively identify opportunities to improve executive and Leadership Team effectiveness.
Help connect our US, UK, and European teams and leaders across time zones.
Coordinate recurring meetings, planning sessions, All Hands meetings, and other opportunities that bring geographically distributed teams together.
Support communication and information flow between leaders and teams in different locations.
Help create consistent operating rhythms and administrative practices as our international footprint grows.
Coordinate logistics surrounding leadership travel and visits between our US and international offices.
Serve as a reliable point of connection when members of the Leadership Team are working internationally.
Coordinate job postings and support recruiting administration, including interview scheduling and candidate communications.
Manage administrative onboarding and offboarding processes in partnership with hiring managers and external HR resources.
Set up and maintain employee information within our HRIS and related systems.
Coordinate new-hire paperwork, system access, equipment, schedules, and first-day logistics.
Maintain accurate and organized employee documentation and administrative records.
Help ensure a thoughtful, consistent employee experience from recruiting through onboarding and throughout key employee milestones.
Support internal events, employee communications, recognition, and culture initiatives as needed.
Help ensure our Seattle office is organized, functional, welcoming, and well supported.
Manage mail, deliveries, supplies, vendors, service providers, and general office needs.
Maintain organized company records and administrative files.
Track important company dates, renewals, registrations, subscriptions, licenses, contracts, and recurring administrative obligations.
Develop and maintain an administrative calendar so important deadlines are anticipated rather than discovered.
Coordinate meetings, visitors, company events, meals, and other office logistics.
Identify opportunities to simplify and improve recurring administrative processes.
Provide administrative support for select Finance and Accounting processes that remain internal to the company.
Assist with invoice and document collection, expense administration, recordkeeping, and other recurring accounting support.
Help maintain organized documentation for financial, tax, insurance, banking, and audit-related needs.
Coordinate information and documentation between internal leaders and external accounting, tax, insurance, and other professional partners.
Support recurring finance-related deadlines and administrative processes as assigned by the COO/CFO.
Handle sensitive financial and business information with a high degree of accuracy, discretion, and confidentiality.
Serve as an administrative liaison with our international attorneys, accountants, registered agents, and other professional service providers.
Maintain an organized calendar of entity registrations, annual filings, renewals, compliance deadlines, and other corporate obligations.
Coordinate signatures, documentation, filings, and information requests with internal stakeholders and external partners.
Maintain organized corporate records across our US and international entities.
Help ensure important legal and corporate administrative matters continue moving forward and do not lose momentum between stakeholders.
Support special projects related to international expansion and company operations as needed.