Executive Operations Coordinator

Position Summary

We are seeking an organized, proactive, and highly dependable Executive Operations Coordinator to support three business partners in managing the day-to-day demands of running and growing the company.

This position goes beyond traditional administrative support. The right person will help keep the partners organized, manage competing priorities, coordinate meetings and travel, follow up on important initiatives, and assist with certain personal, financial, and outside business matters for the partners. The goal is to become a trusted resource who helps remove administrative burden and keeps important commitments from falling through the cracks.

We're looking for someone who is comfortable working closely with senior leadership, can anticipate needs rather than wait for instructions, and understands when to take ownership versus when to bring something to one of the partners.

Key Responsibilities

Executive Support

• Manage scheduling, meetings, appointments, and competing priorities for three business partners
• Coordinate travel, hotels, transportation, reservations, and itineraries
• Prepare executives for meetings by organizing relevant information, documents, and agendas
• Assist with correspondence and follow-up on behalf of the partners
• Maintain confidentiality around financial, personnel, client, and ownership matters
• Assist the business partners with administrative needs related to personal finances, investments, and outside business interests
• Coordinate with accountants, bookkeepers, attorneys, insurance providers, financial advisors, and other professional service providers as directed

Organization & Follow-Through

• Track commitments, action items, and deadlines involving the partners
• Follow up with employees, vendors, clients, and business partners when needed
• Maintain organized records, documents, and executive files
• Identify items that are stalled and proactively push them toward completionMeetings & Business Operations
• Coordinate leadership, shareholder, vendor, client, and internal meetings
• Prepare agendas and capture key action items
• Track follow-up items after meetings
• Assist with company events, conferences, client functions, and leadership activities
• Help coordinate special projects involving multiple departments or outside organizations

Personal & Miscellaneous Support

• Handle occasional personal scheduling, reservations, errands, or logistics for the partners when appropriate
• Assist with time-sensitive issues that may fall outside traditional administrative responsibilities
• Serve as a dependable point person when the partners need something handled quickly and correctly

What We're Looking For

• Extremely organized with strong attention to detail
• High level of discretion and good judgment
• Comfortable supporting multiple executives with different working styles
• Strong written and verbal communication skills
• Able to work independently and make reasonable decisions without constant direction
• Comfortable interacting with executives, clients, employees, vendors, and business owners
• Persistent about follow-up without needing to be reminded
• Able to distinguish between something that is urgent and something that can wait
• Technology savvy and comfortable with Microsoft 365, Outlook, Teams, Excel, Word, and modern business applications
• Willing to take ownership of both significant projects and small details
• Professional, dependable, and adaptable

Experience

• 2+ years of experience in executive support, business operations, project coordination, office management, or a similar role preferred
• Experience supporting multiple executives or business owners is strongly preferred
• Experience in a professional services, technology, MSP, financial, legal, construction, or entrepreneurial environment would be beneficial

What Success Looks Like

Success in this position means the three partners are better organized, better prepared, and spending less time on administrative coordination.

The person in this role should eventually know the partners' routines and priorities well enough to anticipate what needs to happen next and take care of many things before being asked.

Pay: $40,000.00 - $55,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee discount
• Flexible schedule
• Health insurance
• Life insurance
• Paid time off
• Referral program
• Retirement plan
• Vision insurance

Work Location: In person