Operations Coordinator

Axle•Bethesda, MD

43d•Onsite

About The Position

The Executive Operations Coordinator provides comprehensive administrative and operational support to senior executive leadership. This role manages complex calendars, facilitates clear and timely communications, coordinates meetings and logistics, supports special projects, and drives process improvements that enhance overall organizational efficiency. The Coordinator independently furnishes the administrative expertise, coordination, and follow-through needed to support one or more executive principals. Core areas of responsibility include: Managing complex executive calendars, including scheduling, rescheduling, and prioritizing meetings as organizational priorities shift. Facilitating executive communications and correspondence on behalf of leadership. Coordinating meeting logistics, from initial request through completion, and preparing supporting materials. Independently managing special projects assigned by executive leadership. Identifying and implementing process improvements to enhance operational efficiency. Providing travel coordination support as needed. Serving as the primary administrative point of contact, ensuring all activities comply with applicable standards and guidelines.

Requirements

Four (4) years of progressively responsible executive administrative support experience may substitute for a bachelor's degree.
Minimum of five (5) years supporting senior executives or executive leadership in a complex organizational environment.
Demonstrated experience managing multiple competing priorities with minimal supervision.
Experience coordinating executive calendars involving numerous internal and external stakeholders.
Experience preparing executive correspondence, meeting summaries, and briefing materials.
Experience developing presentations, spreadsheets, reports, and tracking systems.
Experience handling confidential and sensitive information while exercising sound judgment and discretion.
Experience improving business processes and developing administrative procedures.
Executive calendar management
Executive communications and correspondence
Meeting planning, coordination, and facilitation
Meeting minutes and executive summaries
Organizational planning and prioritization
Project coordination
Process improvement and SOP development
Relationship management and customer service
Executive briefing preparation
Analytical and problem-solving skills
Travel coordination
Records management
Microsoft Outlook, Teams, Word, Excel, and PowerPoint
SharePoint
Adobe Acrobat
Other standard administrative and productivity systems as required

Nice To Haves

Bachelor's degree in Business Administration, Public Administration, Communications, Healthcare Administration, or a related field preferred.

Responsibilities

Manage complex executive calendars for one or more principals, including scheduling, rescheduling, and prioritizing meetings based on changing organizational priorities.
Coordinate internal and external meetings involving senior leadership, partner organizations, and other stakeholders.
Evaluate scheduling conflicts and independently recommend solutions to maximize executive efficiency.
Prepare daily and weekly calendar briefings, ensuring principals are informed of schedule changes and logistical requirements.
Coordinate conference rooms, virtual meeting platforms, and hybrid meeting logistics.
Draft, edit, and transmit correspondence on behalf of principals, including meeting requests, information requests, and follow-up communications.
Monitor incoming requests requiring executive attention, route inquiries to appropriate staff, and track responses to ensure timely follow-up.
Develop standardized communication templates to improve consistency and efficiency.
Develop and maintain standardized meeting intake processes, templates, and tracking systems.
Coordinate meeting logistics from initial request through completion.
Prepare meeting agendas, briefing materials, attendee lists, biographies, and supporting documentation.
Attend meetings as requested to record minutes, summarize discussions, capture action items, and monitor follow-up activities.
Prepare meeting summaries and distribute action items to participants.
Accompany principals to meetings as requested to provide logistical coordination, ensure schedule adherence, and facilitate transitions between meetings.
Coordinate last-minute schedule adjustments while principals are engaged in meetings.
Serve as liaison between executive leadership and meeting organizers regarding timing, logistics, and required materials.
Independently coordinate special projects assigned by executive leadership, which may include developing project plans and timelines, coordinating meetings and workgroups, and preparing agendas and briefing materials.
Prepare presentations, spreadsheets, reports, dashboards, and tracking documents.
Conduct research and compile information from multiple sources.
Monitor project milestones and follow up on outstanding actions.
Maintain project documentation and provide status updates to executive leadership.
Proactively identify opportunities to improve administrative and operational processes.
Develop and maintain Standard Operating Procedures (SOPs), workflows, templates, and guidance documents that improve organizational efficiency.
Recommend improvements to scheduling practices, communications, information management, and meeting coordination.
Develop tracking systems for recurring organizational activities and executive priorities.
Develop and maintain collaborative working relationships across the organization and with external partners to facilitate efficient coordination of executive activities.
Serve as a primary administrative point of contact for executive scheduling and operational coordination.
Coordinate with other leadership offices to resolve scheduling conflicts and facilitate executive engagements.
Coordinate executive travel as required, including preparation of itineraries, travel summaries, agendas, and supporting documentation.
Coordinate travel logistics with appropriate administrative offices.
Maintain administrative files, electronic records, correspondence, and tracking systems.
Develop spreadsheets to analyze operational data.
Create and maintain presentations, reports, briefing books, and other presentation materials.
Coordinate printing, scanning, electronic document management, and records retention activities.
Maintain administrative databases and tracking systems.
Perform other administrative and operational duties consistent with executive support services.