Executive Operations Coordinator

The Executive Operations Coordinator provides high-level administrative, operational, and coordination support to the CEO and executive leadership team. This role helps keep executive priorities organized, meetings productive, information flowing, and key commitments moving forward.

The Executive Operations Coordinator serves as a central point of coordination across leadership, helping manage schedules, prepare meetings, track action items, organize executive communications, support special projects, and ensure timely follow-through on priorities.

This volunteer role is ideal for someone who is highly organized, proactive, detail-oriented, and comfortable working in a fast-paced, evolving environment where priorities may shift quickly.

Key Responsibilities

Executive Coordination

• Manage and coordinate the CEO’s calendar, meetings, scheduling requests, and executive commitments.
• Help prioritize meeting requests and resolve scheduling conflicts.
• Coordinate internal and external meetings with leadership, partners, stakeholders, and other key contacts.
• Maintain visibility into upcoming deadlines, commitments, and executive priorities.

Meeting & Follow-Through Management

• Prepare agendas, meeting materials, presentations, and supporting documents.
• Capture key decisions, action items, owners, and deadlines from executive and leadership meetings.
• Maintain action-item trackers and follow up with owners to support timely completion.
• Help ensure decisions and commitments move from discussion to execution.
• Coordinate recurring executive, leadership, and organizational meetings.

Administrative & Operational Support

• Support document management, reporting, presentations, spreadsheets, scheduling, and general executive administration.
• Coordinate executive travel, events, or logistics when required.
• Maintain organized shared drives, folders, meeting records, and executive resources.
• Perform other executive operations and administrative responsibilities as organizational needs evolve.

Project & Special Initiative Support

• Monitor deliverables and follow up with project owners.
• Gather and organize information needed for executive decision-making.
• Support research, documentation, planning, and implementation activities.

Qualifications

• 3+ years of experience in executive support, operations, project coordination, program coordination, administration, or a related field.
• Experience supporting a CEO, founder, senior executive, or leadership team preferred.
• Strong organizational, prioritization, and time-management skills.
• Excellent written and verbal communication skills.
• Demonstrated ability to manage multiple priorities, deadlines, and stakeholders simultaneously.
• Strong attention to detail and consistent follow-through.
• Ability to work independently and proactively identify what needs to happen next.
• High level of professionalism, discretion, judgment, and confidentiality.
• Strong problem-solving and critical-thinking skills.
• Comfortable working in a fast-paced, evolving, and collaborative environment.
• Proficiency with Google Workspace or similar productivity platforms.

What Success Looks Like

Success in this role means executive priorities are organized, meetings are well prepared, commitments are consistently tracked, information is easy to access, and important follow-up does not fall through the cracks.

The Executive Operations Coordinator helps create structure around the CEO and executive team so leadership can spend more time focused on strategy, organizational growth, and mission-critical priorities.