Executive Operations Coordinator

Our firm is representing a major global organization headquartered in Tampa, FL. We are seeking an elite, highly organized, and process-driven Executive Operations Coordinator to manage the daily administrative engine of our local corporate headquarters and support the execution of activities connected to the executive office.

This is a high-visibility, high-touch role designed for a senior administrative professional who thrives on time, speed, accuracy, and absolute organization. This is not a high-end decision-making or strategic advisory role. Instead, it is a highly functional position for a master "doer" who brings structure, calm, and flawless follow-through to a fast-paced corporate office.

You are the gatekeeper of processes—ensuring deadlines are met, signatures are secured, logistics are seamless, and critical operational details never fall through the cracks.

KEY RESPONSIBILITIES

Executive Office & Process Continuity

• Manage, route, and track high-priority executive signature requests, partnering with Legal and internal teams to ensure zero delays.
• Reconcile and submit complex monthly expense reports and track related spending with Accounts Payable.
• Coordinate fast-moving global shipping, mailing, and courier needs for the leadership team.
• Maintain precise, up-to-date executive and board profiles, preference documentation, and template travel itineraries.
• Partner closely with senior executive assistants to deliver flawless administrative operations, calendar tracking, and global logistics support.

Headquarters Meetings & VIP Guest Logistics

• Lead the end-to-end planning and execution for local executive and board-level meetings.
• Coordinate high-touch catering, room setup, material preparation, and total technology readiness.
• Manage local off-site logistics, including dinner reservations and VIP guest accommodations.
• Oversee headquarters guest administration, building access requests, and temporary security badges.

Front Office Operations & Representation

• Serve as the primary professional representative for the corporate headquarters front office.
• Greet arriving VIPs, global partners, and corporate visitors with exceptional warmth and polish.
• Manage the daily intake, sorting, and distribution of corporate mail and high-volume packages.
• Maintain absolute office tidiness, organization, and manage a full inventory of office and kitchen supplies.

EXPERIENCE AND QUALIFICATIONS

• Professional Background: 5 to 7 years of dedicated experience providing administrative or operations support to senior corporate leadership.
• High-Volume Expertise: Proven experience coordinating daily office operations and logistics in a fast-paced corporate facility.
• Operational Traits: A passion for speed, accuracy, and meticulous organization. You are someone who catches the smallest details and values flawless administrative execution.
• Technical Mastery: Exceptional proficiency in the Microsoft Office Suite (Teams, Outlook, Word, Excel). Experience with corporate expense management systems is highly valued.
• Professional Polish: Ability to operate with confidence and absolute discretion in a high-visibility corporate environment.
• Adaptability: High level of cultural awareness and the ability to seamlessly work across diverse geographies and time zones.

Compensation / Pay Rate (Up to): $50,000.00 - $60,000.00