Executive Operations Coordinator to CEO- Hybrid, Arlington, Virginia

Executive Operations Coordinator to the Chief Executive Officer

Location:

Hybrid, Arlington, Virginia (3 Days In-Office Required)

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.

• 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.

• 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.

• 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.

• 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.

• Anticipate the CEO’s needs and proactively address administrative or logistical challenges before they escal​ate.
• 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.

• 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…