Executive Operations Coordinator

Role & responsibilities

We are looking for a highly organized, proactive, and execution-focused Executive Operations Coordinator to support the CXO in driving operational excellence and strategic initiatives. This role extends beyond administrative supportit requires someone who can coordinate cross-functional teams, monitor project execution, manage executive priorities, and ensure timely completion of key business objectives.

The ideal candidate will serve as the operational backbone of the CXO's office, helping transform ideas into action while ensuring alignment across departments.

Key Responsibilities

Executive Office Management

• Manage the CXO's calendar, meetings, travel, and daily priorities.
• Prioritize appointments based on business impact.
• Coordinate leadership meetings and prepare agendas.
• Record meeting minutes and track action items to completion.
• Screen emails and correspondence, ensuring timely responses.

Project & Operations Coordination

• Monitor strategic initiatives and follow up with department heads.
• Coordinate cross-functional projects across Engineering, Sales, HR, Marketing, Finance, and Operations.
• Track project milestones, risks, dependencies, and deliverables.
• Ensure accountability for commitments made during leadership meetings.
• Prepare weekly and monthly operational dashboards.

Business Operations

• Maintain executive reports, KPIs, and business metrics.
• Prepare presentations for clients, leadership meetings, and investors.
• Assist with budgeting, procurement, vendor coordination, and operational planning.
• Conduct research and prepare business briefs for strategic decisions.
• Identify operational bottlenecks and recommend improvements.

Communication & Coordination

• Act as the primary coordination point between the CXO and internal teams.
• Draft professional emails, business correspondence, proposals, and reports.
• Coordinate client meetings, board meetings, and company events.
• Maintain confidential documents and sensitive business information.

Process Improvement

• Develop and improve operational workflows and SOPs.
• Ensure follow-up and closure of executive action items.
• Assist in implementing productivity tools and automation initiatives.
• Support continuous improvement across departments.

Preferred candidate profile

Required Skills

• Excellent verbal and written communication
• Exceptional organizational and planning abilities
• Strong project coordination skills
• High attention to detail
• Excellent follow-up and execution capability
• Ability to prioritize multiple tasks
• Strong analytical and problem-solving skills
• Professional stakeholder management
• Decision-making and ownership mindset
• Ability to maintain confidentiality

Technical Skills

• Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Google Workspace
• Microsoft Teams
• Microsoft Planner / Project
• Jira, Azure DevOps, ClickUp, Asana, or Trello
• ChatGPT, Microsoft Copilot, or similar AI productivity tools
• Power BI (preferred)
• CRM systems (preferred)

Preferred Attributes

• Strong ownership and accountability
• Proactive and self-driven
• High level of professionalism
• Excellent business etiquette
• Ability to work under pressure
• Quick learner with a continuous improvement mindset
• Strong interpersonal skills
• Ability to influence without authority

Key Performance Indicators (KPIs)

• Executive calendar efficiency
• Percentage of action items completed on time
• Project milestone adherence
• Timeliness and accuracy of reports
• Cross-functional coordination effectiveness
• Executive response turnaround time
• Stakeholder satisfaction
• Process improvement initiatives implemented
• Meeting documentation delivered within 24 hours

Career Progression

• Executive Operations Coordinator
• Senior Executive Operations Coordinator
• Executive Operations Manager
• Chief of Staff
• Operations Manager
• Strategy & Operations Manager