Executive Operations Coordinator

About the Role

The Executive Operations Coordinator provides highly organized, reliable support to the President, CTO, and leadership team in a fast-paced healthcare-adjacent organization. This onsite role supports executive scheduling, leadership meetings, vendor administration, invoice tracking, compliance follow-up, and operational workflows that keep the business moving efficiently.

We are looking for someone with strong judgment, discretion, follow-through, and expert-level Microsoft Office skills—especially Word, Excel, PowerPoint, and Access. The ideal candidate is proactive, detail-oriented, comfortable managing multiple priorities, and able to keep leaders organized without needing extensive direction.

Key Responsibilities

• Manage and adjust executive calendars, resolve scheduling conflicts, and coordinate meeting logistics.
• Prepare agendas, materials, meeting recaps, and follow-up tracking for leadership meetings.
• Track action items, deadlines, and recurring operational workflows through completion.
• Coordinate occasional travel, meals, company events, swag, and quarterly business update logistics.
• Monitor vendor performance, process monthly invoices, and maintain organized vendor and administrative records.
• Support Vanta/SOC 2 compliance tracking by monitoring assigned checkpoints, sending reminders, confirming updates, and escalating overdue items.
• Maintain SharePoint organization, filing standards, and leadership documentation.
• Support onboarding logistics, office coordination, security processes, and cross-affiliate communication.
• Recommend improvements to recurring administrative and operational processes.

Required Qualifications

• 3+ years of experience supporting senior leadership in an administrative, coordinator, executive assistant, or operations support role.
• Expert-level proficiency in Microsoft Word, Excel, PowerPoint, and Access is required.
• Advanced working knowledge of Microsoft 365 tools, including Outlook, Teams, SharePoint, and OneNote.
• Strong ability to track deadlines, deliverables, invoices, records, and follow-ups across multiple stakeholders.
• Excellent organization, attention to detail, written communication, and follow-through.
• Professional judgment, discretion, reliability, punctuality, and a strong onsite presence.
• Comfortable working in a fast-moving small-business environment where priorities may shift quickly.

Ideal Competencies

• Organized and detail-oriented

Proactive and resourceful

• Reliable and accountable
• Adaptable when priorities change
• Professional in internal and external communication
• Able to flag risks, gaps, and next steps early

Physical Requirements

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the role. This position requires prolonged periods of sitting and computer work, as well as occasional standing, walking, bending, kneeling, crouching, reaching, and lifting or moving up to 30 pounds.

Benefits

• Health insurance with several plan options
• Dental insurance with multiple plan options
• Vision insurance with multiple plan options
• Health Savings Account (HSA)
• Flexible Spending Account (FSA)
• Employee Assistance Program (EAP)
• Student loan assistance program
• Wellness plans and support programs
• Telemedicine
• Health Advocate
• Discount Programs
• Fitness Discounts