Executive Operations Coordinator

Job Title: Executive Operations Coordinator

Location: On Site in Venice, CA (with NYC time zone support)

Reports to: Chief of Staff & Strategy

The Lighthouse, part of Whalar Group, is a first‑ever creative campus and studio playground for the Creator Generation, offering Creators an I.R.L. platform to Learn, Make, and Belong. With Venice, CA already opened, and Brooklyn, NY opening in Fall 2025, and London/EMEA opening in 2026, the campuses are designed to empower and support career Creators and creative professionals, providing a dynamic environment explicitly tailored to their needs.

Each campus features state‑of‑the‑art, mixed‑use content studios, and hosts impactful programming that empowers members to collaborate, learn, and grow their businesses within a thriving community.

The Lighthouse expands opportunities and creative capabilities, offering Creators a dedicated space to co‑create, connect, and lead the businesses shaping creative culture. Learn more:

The Executive Operations Coordinator is a hybrid executive support and operations role built to increase leadership leverage and execution velocity. The role protects the CEO’s time and attention by owning the flow of scheduling, information, and preparation—so leadership energy stays focused on the highest‑value decisions, relationships, and outcomes rather than coordination overhead.

In support of the CEO, this person owns scheduling and calendar management, while maintaining a consistent daily/weekly runway rhythm. They triage messages and inboxes, draft responses when appropriate, flag urgent items, and run a lightweight system so nothing drops. In support of the Chief of Staff, the role functions as an execution backbone for cross‑company priorities by maintaining a weekly operating cadence, tracking owners, deadlines, dependencies, and blockers, and escalating when work stalls.

This role requires proactive, calm, high‑judgment execution: organized but not precious, warm with people and firm with timelines, and able to coordinate across time zones.

• Keep our executive team operating at their best by managing complex calendars, scheduling priorities, travel, and the day‑to‑day logistics that keep everything moving.
• Act as a trusted partner to senior leaders by managing communications, triaging inboxes, and ensuring important priorities never fall through the cracks.
• Prepare leaders for success by coordinating meetings, building agendas, organizing briefing materials, capturing key decisions, and driving follow‑through on action items.
• Support cross‑functional projects by tracking timelines, owners, dependencies, and next steps—helping turn ideas into action.
• Build and maintain simple, effective operational systems, documentation, and processes that improve consistency, efficiency, and collaboration across the business.
• Coordinate confidently across internal teams, external partners, and creators while maintaining professionalism, discretion, and exceptional attention to detail.
• Continuously look for opportunities to improve the way we work, bringing organization, structure, and thoughtful solutions to fast‑moving challenges.

We’re looking for someone who thrives in fast‑moving environments and genuinely enjoys bringing order to complexity. You’re proactive, highly organized, and happiest when helping leaders and teams operate at their best.

Ideally, you’ll bring:

• 5+ years of experience supporting executives, operations, project coordination, or similar business support roles.
• Exceptional organizational skills with the ability to juggle multiple priorities without losing sight of the details.
• Outstanding calendar management, prioritization, and coordination skills.
• Strong written and verbal communication, with the confidence to work across all levels of an organization.
• Excellent judgment and discretion when handling confidential information and sensitive situations.
• A natural instinct for building better processes, documentation, and lightweight systems that make work easier for everyone.
• Experience with Google Workspace and modern AI tools. Experience with Notion is a…