Executive Operations Coordinator

Job no: 504468
Department: Office of the President
Work type: Staff Full-time Exempt
Location: Alabama
Categories: Administrative - Professional

The Executive Operations Coordinator provides high-level coordination and operational support within the Office of the President. The position plays a key role in planning and executing presidential events, meetings, and activities; coordinating with internal and external stakeholders; and supporting the effective operation of the President’s Office. The position requires exceptional organizational and interpersonal skills; the ability to anticipate needs, manage competing priorities, and meet deadlines;

sound judgment and discretion when handling confidential and sensitive matters; and the ability to represent the Office of the President in a professional and welcoming manner.

• Plan, coordinate, and execute presidential events, meetings, receptions, dinners, ceremonies, and special programs in collaboration with Special Events staff, cabinet members, and other university partners.
• Coordinate event logistics, including venues, catering, invitations, guest lists, agendas, room arrangements, audiovisual needs, parking, transportation, hospitality, décor, and other event requirements.
• Develop and maintain event timelines, checklists, run-of-show documents, briefing materials, and other planning tools.
• Serve as the primary operational contact for assigned presidential events and activities.
• Anticipate event needs and potential challenges and proactively develop solutions to ensure successful execution.

• Provide operational support for the Office of the President on special projects, initiatives, meetings, and activities.
• Coordinate meeting and executive activity logistics involving the President and senior university leaders, including agendas, briefing materials, schedules, talking points, itineraries, room arrangements, technology, and other supporting information.
• Maintain detailed event calendars, schedules, timelines, and logistical plans for assigned activities and monitor related deadlines and commitments.
• Ensure presidential events and activities reflect the University's standards, values, and institutional priorities.

• Assist with office projects, operational initiatives, and special assignments in support of the President and the mission and priorities of the University.
• Perform other duties as assigned in support of the President and the mission and priorities of the University.
• Provide occasional support outside normal business hours for major university events or presidential activities, as required.

• Bachelor’s degree from an accredited institution.
• Three to five years of progressively responsible experience in event management, executive administration, higher education administration, hospitality, public relations, or a related field.
• Demonstrated experience coordinating complex events, meetings, or projects involving multiple stakeholders.
• Excellent organizational, time-management, and project-management skills, with exceptional attention to detail and follow-through.
• Demonstrated ability to manage competing priorities, multiple deadlines, and complex assignments while maintaining accuracy and quality.
• Excellent written, verbal, and interpersonal communication skills, with the ability to communicate effectively and professionally with diverse constituencies.
• Demonstrated sound judgment, discretion, tact, and diplomacy when handling sensitive, confidential, and high-profile matters.
• Strong interpersonal, customer-service, and relationship-building skills, with the ability to work…