EXECUTIVE OPERATIONS MANAGER TO CEO

JOB DESCRIPTION

Location: San Diego, CA (In Office Required)

Employment Type: Full-Time

Position Summary

We are seeking a highly organized, proactive Executive Operations Manager to work directly with the CEO and serve as the central point of coordination across our real estate development, retail operations, and executive leadership teams.

This is far more than a traditional administrative role. The ideal candidate will own follow-up, drive accountability, manage executive communications, and ensure critical projects continue moving forward without constant oversight.

Success in this role means nothing falls through the cracks.

Primary Responsibilities

Responsibilities include, but are not limited to

Executive Support
Manage the CEO's inbox and prioritize incoming emails.
Draft, organize, and respond to correspondence when appropriate.
Maintain the CEO's calendar and coordinate meetings efficiently.
Coordinate travel, appointments, and executive logistics.
Prepare meeting agendas, presentations, and supporting materials.
Project & Follow-Up Management
Track all active projects across the organization.
Maintain action-item lists from meetings.
Follow up with executives, department leaders, consultants, vendors, attorneys, landlords, architects, engineers, contractors, and government agencies.
Ensure deadlines are met and commitments are fulfilled.
Escalate overdue items before they become problems.
Retail Operations Support
Coordinate communication between the CEO and retail leadership teams.
Track operational initiatives across multiple retail locations.
Follow up with store managers and department heads to ensure execution of company priorities.
Assist with new store openings, remodels, staffing coordination, compliance, and operational timelines.
Monitor key performance initiatives and provide regular executive updates.
Real Estate Coordination
Assist in managing multiple commercial real estate development projects.
Coordinate with brokers, architects, engineers, contractors, landlords, title companies, escrow officers, lenders, and city officials.
Track permits, lease negotiations, due diligence, inspections, construction schedules, and project milestones.
Organize contracts, plans, and project documentation.
Executive Communication
Serve as a professional point of contact for internal and external stakeholders.
Keep leadership informed on project status.
Prepare executive summaries and weekly status reports.
Coordinate meetings and ensure all attendees have the information they need.
Administrative Leadership
Build systems that improve organization, accountability, and efficiency.
Maintain organized digital files and documentation.
Create dashboards, trackers, and project timelines.
Continuously improve workflows across the company.

Qualifications

Has 5+ years supporting C-level executives, founders, or business owners.
Has experience in multi-location retail operations and understands the pace and demands of retail businesses.
Has commercial real estate or construction coordination experience (preferred).
Is exceptionally organized and detail-oriented.
Naturally follows up without being asked.
Can manage multiple priorities simultaneously.
Communicates professionally in writing and verbally.
Is comfortable handling confidential information.
Is highly proficient with Microsoft Office, Google Workspace, Excel, and project management software.
Thrives in a fast-paced, entrepreneurial environment.

Preferred Experience

Retail operations management
Multi-unit or multi-location businesses
Commercial real estate development
Construction or project coordination
Contract administration
Executive project management

The Ideal Candidate

Relentlessly organized.
Highly dependable.
Comfortable holding executives, vendors, and team members accountable.
Calm under pressure.
Resourceful and proactive.
Able to anticipate needs before they arise.
Focused on execution and delivering results.

Compensation

Competitive salary based on experience

Schedule and Availability

Full-time, Monday through Friday.
Standard office hours are 8:00 AM–5:00 PM.
This is an in-office position; remote work is not available.
Occasional early mornings, evenings, or additional hours may be required

Environmental Conditions

Occasionally small and/or enclosed spaces
Office setting

Physical Demands/Requirements

Must be able to lift at least 50 pounds safely and properly, as required
Ability to work in a stressful, fast-paced environment
Must be able to workdays, nights, holidays and weekends
Must be available to work full-time

How to Apply

Please submit

Resume
A brief cover letter describing your executive support and retail operations experience
Examples of projects or systems you have personally managed
Salary expectations

Benefits

Competitive salary and performance-based bonuses
Health, insurance
401(k)
Paid time off and holidays
Employee discounts
Opportunities for professional growth in a rapidly expanding industry.

Equal Employment Opportunity Policy

Wellgreens provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, citizenship status, color, religion, age, sex (including pregnancy), national origin, disability status, family medical history or genetic information, military or veteran status, marital status, parental status, political affiliation, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including but not limited to recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

Wellgreens complies with federal and state disability laws and may make reasonable accommodations for applicants and employees with disabilities as required by applicable law. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact our Human Resources department.

Pay: $79,000.00 - $95,000.00 per year

Benefits

401(k)
Dental insurance
Health insurance
Vision insurance

Experience

Executive administrative support: 5 years (Required)

Work Location: In person