Executive Operations Coordinator Jobs

Executive Operations Coordinator

Description EXECUTIVE OPERATIONS COORDINATOR REPORTS TO: Director, Executive Operations FLSA STATUS: Exempt SUMMARY The Executive Operations Coordinator plays a critical role on the Executive Operations Team, providing high-impact administrative coordination and project support to ensure organizational priorities move forward efficiently. This role bridges tactical execution and strategic operations by supporting executive initiatives, coordinating cross-functional projects, and managing complex administrative workflows. The ideal candidate is highly organized, proactive, and comfortable working across all levels of the organization, from frontline team members to senior leadership. ESSENTIAL DUTIES AND RESPONSIBILITIES Executive \& Administrative Operations* Provide advanced administrative and operational support to executive leaders, including complex calendar coordination, meeting preparation, follow-ups, and documentation * Coordinate executive-level meetings and strategic sessions, ensuring agendas, materials, notes, and action items are prepared, documented, and tracked through completion without repeated reminders * Serve as a central point of contact between executives and internal teams, ensuring clear communication, timely follow-through, and proactive escalation when progress or clarity is at risk * Handle sensitive and confidential information with discretion, professionalism, and sound judgment Project \& Initiative Coordination* Track multiple concurrent projects by actively managing timelines, deliverables, dependencies, and ownership to ensure momentum is maintained * Maintain accurate and current project documentation, status updates, dashboards, and reporting to support visibility and accountability * Proactively follow up with stakeholders to ensure commitments and milestones are completed on time, escalating when progress stalls * Identify risks, delays, or gaps in execution early and escalate issues appropriately to avoid last-minute surprises * Assist with planning and execution of operational initiatives, process improvements, and cross-functional projects Process Improvement \& Operational Effectiveness* Document, maintain, and improve executive and operational processes to support consistency, efficiency, and reliable execution * Maintain organized systems for files, reports, communications, and recurring workflows * Identify inefficiencies and recommend practical, implementable improvements to enhance operational effectiveness and scalability Cross-Functional Collaboration \& Communication* Partner with leaders and teams across the organization to coordinate initiatives, gather information, and support execution * Support internal communications related to executive priorities, project updates, and operational initiatives * Maintain a professional, service-oriented approach while ensuring accountability and follow-through across teams without direct authority * Perform all other duties as assigned. QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, experience and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.* Bachelor’s degree in Business or a related field (required) * Paralegal or experience working with legal documents is a plus * Strong organizational and time-management skills with the ability to manage competing priorities, high-volume coordination, and shifting demands * High attention to detail with consistent follow-through and accountability * Excellent written and verbal communication skills, with the ability to interact professionally across all levels of the organization * Professional judgment, discretion, and the proven ability to handle sensitive and confidential information appropriately * Proficiency with common business tools, including Microsoft Office and project management software such as Smartsheet or similar platforms * Strong problem-solving and critical-thinking skills with the ability to anticipate needs and proactively address issues * Adaptability and effectiveness in a fast-paced, executive-facing environment * Ability to work independently, maintain accuracy, and drive tasks to completion without repeated direction * Collaborative, service-oriented mindset paired with the ability to maintain accountability and follow-through across teams * Experience supporting executives, senior leadership teams, or working in a mid-sized or growing organization is preferred WORKING CONDITIONS* Work is typically performed in normal office conditions. * Position requires occasional overnight travel. PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.* Must be able to sit for prolonged periods of time in front of a computer daily * Frequently required to stand; walk; and stoop, kneel, crouch or crawl * Must have visual and hearing acuity * Ability to use hands and fingers to reach, lift and carry 25 pounds on a regular basis * Digital dexterity and hand/eye coordination in operation of office equipment including a computer * Ability to speak to, hear, and understand others via phone and in person in English * Must be able to travel by car and plane as needed to meet business needs

Executive Operations Coordinator

EXECUTIVE OPERATIONS COORDINATOR REPORTS TO: Director, Executive Operations FLSA STATUS: Exempt SUMMARY The Executive Operations Coordinator plays a critical role on the Executive Operations Team, providing high-impact administrative coordination and project support to ensure organizational priorities move forward efficiently. This role bridges tactical execution and strategic operations by supporting executive initiatives, coordinating cross-functional projects, and managing complex administrative workflows. The ideal candidate is highly organized, proactive, and comfortable working across all levels of the organization, from frontline team members to senior leadership. ESSENTIAL DUTIES AND RESPONSIBILITIES Executive \& Administrative Operations * Provide advanced administrative and operational support to executive leaders, including complex calendar coordination, meeting preparation, follow-ups, and documentation * Coordinate executive-level meetings and strategic sessions, ensuring agendas, materials, notes, and action items are prepared, documented, and tracked through completion without repeated reminders * Serve as a central point of contact between executives and internal teams, ensuring clear communication, timely follow-through, and proactive escalation when progress or clarity is at risk * Handle sensitive and confidential information with discretion, professionalism, and sound judgment Project \& Initiative Coordination * Track multiple concurrent projects by actively managing timelines, deliverables, dependencies, and ownership to ensure momentum is maintained * Maintain accurate and current project documentation, status updates, dashboards, and reporting to support visibility and accountability * Proactively follow up with stakeholders to ensure commitments and milestones are completed on time, escalating when progress stalls * Identify risks, delays, or gaps in execution early and escalate issues appropriately to avoid last-minute surprises * Assist with planning and execution of operational initiatives, process improvements, and cross-functional projects Process Improvement \& Operational Effectiveness * Document, maintain, and improve executive and operational processes to support consistency, efficiency, and reliable execution * Maintain organized systems for files, reports, communications, and recurring workflows * Identify inefficiencies and recommend practical, implementable improvements to enhance operational effectiveness and scalability Cross-Functional Collaboration \& Communication * Partner with leaders and teams across the organization to coordinate initiatives, gather information, and support execution * Support internal communications related to executive priorities, project updates, and operational initiatives * Maintain a professional, service-oriented approach while ensuring accountability and follow-through across teams without direct authority * Perform all other duties as assigned. QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, experience and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. * Bachelor’s degree in Business or a related field (required) * Paralegal or experience working with legal documents is a plus * Strong organizational and time-management skills with the ability to manage competing priorities, high-volume coordination, and shifting demands * High attention to detail with consistent follow-through and accountability * Excellent written and verbal communication skills, with the ability to interact professionally across all levels of the organization * Professional judgment, discretion, and the proven ability to handle sensitive and confidential information appropriately * Proficiency with common business tools, including Microsoft Office and project management software such as Smartsheet or similar platforms * Strong problem-solving and critical-thinking skills with the ability to anticipate needs and proactively address issues * Adaptability and effectiveness in a fast-paced, executive-facing environment * Ability to work independently, maintain accuracy, and drive tasks to completion without repeated direction * Collaborative, service-oriented mindset paired with the ability to maintain accountability and follow-through across teams * Experience supporting executives, senior leadership teams, or working in a mid-sized or growing organization is preferred WORKING CONDITIONS * Work is typically performed in normal office conditions. * Position requires occasional overnight travel. PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. * Must be able to sit for prolonged periods of time in front of a computer daily * Frequently required to stand; walk; and stoop, kneel, crouch or crawl * Must have visual and hearing acuity * Ability to use hands and fingers to reach, lift and carry 25 pounds on a regular basis * Digital dexterity and hand/eye coordination in operation of office equipment including a computer * Ability to speak to, hear, and understand others via phone and in person in English * Must be able to travel by car and plane as needed to meet business needs

Executive Operations Coordinator to the CEO- Hybrid, Arlington, Virginia

$65,000 - $75,000/yr

Executive Operations Coordinator to the Chief Executive Officer Location: Hybrid, Arlington, Virginia (3 Days In-Office Required) Position Summary The Executive Operations Coordinator (EOC) to the Chief Executive Officer provides high-level administrative, organizational, and coordination support to ensure the CEO can focus on strategic priorities and external engagement. This role requires exceptional communication skills, strong attention to detail, and the ability to manage multiple priorities with discretion and professionalism. The ideal candidate is a proactive self-starter who anticipates needs, exercises sound judgment, and thrives in a fast-paced executive environment. The role manages communications with staff and key internal and external stakeholders; coordinates day-to-day executive operations; plans and executes complex meetings, travel arrangements, and logistics; assists with the development of high-quality materials, including presentations, spreadsheets, and written correspondence, and ensures the accurate and timely flow of information to and from the President's Office. The Executive Operations Coordinator (EOC) represents the President \& CEO with a high degree of professionalism and is expected to operate with autonomy, exercising independent judgement and discretion, problem solving ability, and exceptional attention to detail in the execution of all responsibilities. This position requires consistent on-site presence three days per week at the Arlington, VA office to support meetings, scheduling and real time coordination. Key Responsibilities Calendar and Schedule Management (LOE 20%) * Proactively manage and optimize the CEO's complex calendar, including internal meetings, external engagements, and board-related activities. * Prioritize and resolve scheduling conflicts by exercising independent judgment and understanding business priorities. * Prepare daily and weekly schedule overviews to ensure the CEO is well-prepared for upcoming commitments. * Coordinate meeting logistics, including room reservations, virtual meeting links, materials preparation, and attendee confirmations. Travel Coordination (LOE 15%) * Through Winrock's travel platform, arrange domestic and international travel for the CEO and the executive team, including flights, accommodations, ground transportation, and itineraries. * Ensure travel plans are efficient, cost-effective, and aligned with the CEO's preferences. * Prepare detailed travel itineraries and proactively manage changes, delays, or last-minute adjustments as needed. Meeting and Communication Support (LOE 20%) * Support preparation for meetings including board meetings by coordinating agendas, compiling materials, and tracking follow-up items. * Serve as a point of contact between the CEO and internal and external stakeholders, maintaining professionalism and confidentiality at all times. * Draft, proofread, and format correspondence, presentations, and briefing documents as requested. * Facilitate communication flow to ensure timely responses and appropriate escalation when needed. Expense Management and Administrative Tasks (LOE 20%) * Prepare, review, and submit the CEO and executive team expense reports accurately and on time, ensuring compliance with company policies. * Track receipts, reconcile expenses, and resolve discrepancies independently. * Maintain organized digital and physical filing systems for executive records, correspondence, and reference materials. Operational and Strategic Support (LOE 20%) * Anticipate the CEO's needs and proactively address administrative or logistical challenges before they escalate. * Provide ad hoc administrative support related to special projects, events, or executive initiatives including facilities and ICT. * Partner closely with other support units, leadership team members, and departments to ensure alignment and efficiency. Arlington Office Management Support (LOE 5%) * Oversee day‑to‑day office operations, ensuring facilities, supplies, and administrative systems run efficiently and without disruption. * Ensure everything in the common areas is clean and tidy in combination with the cleaning crew. * Serve as one of the central points of contacts for the office, handling communications, visitors, and inquiries with professionalism and discretion. * Manage incoming and outgoing mail, packaging and deliveries, including sorting, prioritizing, scanning, and ensuring timely distribution to appropriate staff. * Assist with planning and coordinating special events and monthly office luncheons, including logistics, vendors, and onsite support. * Other duties as assigned site support. Required Qualifications Education * Bachelor's degree in business administration, communications, public administration, or a related field required, or an equivalent combination of education and relevant professional experience. Experience * Minimum of 3-5 years of progressively responsible experience providing executive‑level administrative or operational support to senior leadership. * Demonstrated experience supporting a C‑suite executive or equivalent senior leader in a complex, fast‑paced organization. * Experience managing complex calendars, travel logistics, and executive communications with a high degree of professionalism and discretion. * Experience working with multiple stakeholders, including senior leaders, board members, and external partners, required. * Project management experience highly preferred. Skills \& Competencies * Exceptional written and verbal communication skills, with the ability to draft, edit, and format executive‑level correspondence and materials. * Strong organizational and time‑management skills, with the ability to manage competing priorities and deadlines independently. * Demonstrated professional judgment, problem‑solving ability, and attention to detail. * High degree of discretion and ability to handle sensitive and confidential information with integrity. * Proactive, self‑directed work style with the ability to anticipate needs and take initiative. * Strong interpersonal skills and ability to collaborate effectively across teams and functions. * Be able to lift up to 15 lbs. Computer / Technical Skills * Advanced proficiency with Microsoft Office productivity tools, including Outlook (complex calendar and inbox management), Word, Excel, PowerPoint, document preparation, and expense reporting systems. * Strong capability working in collaborative digital environments, including shared calendars, virtual meeting platforms, and cloud‑based document collaboration tools. * Experience with enterprise financial and travel systems such as Costpoint and/or Concur preferred. Work Environment and Expectations * Hybrid role with a requirement to be in the Arlington, Virginia office three days per week to support executive operations and in-person meetings. * Fast-paced, deadline-driven environment requiring flexibility and responsiveness. * Occasional extended hours may be required to support executive travel, meetings, or urgent matters. Key Competencies * Professional judgment and decision-making * Strong organizational and time-management skills * Attention to detail and follow-through * Adaptability and problem-solving * Discretion and confidentiality * Collaborative and service-oriented mindset The salary range for this position is $65,000 - $75,000, commensurate with experience and qualifications. Winrock offers a comprehensive benefits package. Winrock is an equal opportunity employer committed to providing equal employment opportunity for all people. All qualified applicants receive consideration for employment regardless of race, color, religion, sex, gender, national origin, age, disability or any other basis protected by law. At Winrock we have a clear mission: Empower the disadvantaged, increase economic opportunity and sustain natural resources through unwavering dedication to accountability, equity, innovation, integrity and transformation.