Executive Operations Coordinator

This is an in-person position, located in our headquarters in Del Mar, CA.

Compensation Range: $65,000 - $75,000

Trim Rx is redefining what responsible healthcare looks like in the GLP-1 space. While much of the market optimizes for speed and volume, we optimize for outcomes - owning the experience after the prescription and designing care that works in real life.

As we scale, building a thoughtful, disciplined, people-first organization is not optional, it is foundational to delivering safe, ethical, high-quality healthcare.

The Executive Operations Coordinator serves as the operational hub of the Trim Rx office experience while also providing dedicated administrative support to members of executive leadership.

This is a dual-scope role. The majority of the position (approximately 80%) is focused on office operations and workplace support that keeps the Del Mar office running smoothly day-to-day. The remaining scope (approximately 20%) functions as a director-level executive assistant capacity, providing calendar management, meeting preparation, travel coordination, and administrative support.

You will own office coordination, travel logistics, expense administration, and workplace support functions that ensure employees, visitors, and leadership experience a seamless operational environment — alongside a trusted, high-visibility executive support function for four key stakeholders. This role requires exceptional organization, attention to detail, discretion, and responsiveness.

This is a highly visible administrative and executive support position for someone who thrives in fast-moving environments, anticipates needs proactively, and takes pride in operational reliability and execution quality. This role reports directly to the Director of People and Culture and works closely with leadership and cross-functional teams across the organization.

• Serve as a point of contact for visitors, vendors, and incoming communications
• Maintain a professional, organized, and welcoming office environment
• Manage office access, deliveries, mail, and package coordination
• Coordinate conference room scheduling and office readiness for meetings
• Ensure common areas, kitchen spaces, and reception areas remain organized and fully stocked

• Support leadership and team members with scheduling, calendar coordination, and administrative tasks
• Assist with company events, internal meetings, and operational logisticsli>
• Maintain organized records, documentation, and administrative systems

• Serve as the dedicated point of administrative support for four executive stakeholders
• Manage and prioritize calendars across executives, proactively resolving scheduling conflicts
• Prepare agendas, materials, and logistics for executive meetings, offsites, and leadership sessions
• Handle confidential correspondence, documents, and communications with a high degree of discretion
• Anticipate the needs of each stakeholder and proactively flag scheduling or logistical conflicts before they escal…"

• Manage business travel planning for team members and leadership
• Coordinate flights, hotels, transportation, and itinerary preparation
• Ensure travel arrangements align with company policies and operational timelines
• Handle travel changes, cancellations, and scheduling adjustments as needed

• Manage employee expense reimbursement workflows, including for the four executive stakeholders
• Collect, organize, and maintain receipts and supporting documentation
• Assist with invoice coordination and vendor communication

• 3+ years of experience in administrative, receptionist, office coordination, or workplace operations roles
• Experience supporting multiple stakeholders or executives simultaneously, with strong prioritization skills
• Proficiency with Google Workspace, Microsoft Office, calendar management, and expense tools
• Strong organizational and multitasking capabilities with high attention to detail
• Excellent verbal and written communication skills
• Ability to manage sensitive and confidential…