Executive Operations Coordinator

Job Details:

Job Location:

Sunny Glen Childrens Home Corporate Office
- Harlingen, TX 78550, Position Type:
Full Time, Education Level: High School, Salary Range: $20.00 - $35.00 Hourly, Travel Percentage:
Up to 50% , Job Shift: Day, Job Category:
Business Development

Department:
Administrative. Supervisor:
Chief Executive Officer. FLSA Status:
Non-Exempt. Travel:
Up to 50%. Prepared by:
Human Resources Department.

The Executive Operations Coordinator provides high-level operational, administrative, and project coordination support to the Chief Executive Officer and executive leadership at Sunny Glen Children's Home. This role serves as a central point of coordination for leadership priorities, initiative tracking, process improvement, and executive workflow management. The position requires exceptional organization, strong judgment, and the ability to manage multiple priorities with minimal supervision.

The Executive Operations Coordinator is proactive, detail-oriented, and capable of anticipating leadership needs while maintaining strict confidentiality. This individual plays a key role in supporting organizational initiatives, tracking action items, coordinating executive projects, and strengthening internal communication and operational efficiency. The ideal candidate is tech-savvy, adaptable, and takes initiative. Flexible hours are required, with the ability to adjust the schedule based on business needs.

• Provide direct administrative and operational support to the CEO and executive leadership
• Manage calendars, schedules, meetings, and follow-ups
• Organize documents, records, and digital files with accuracy and confidentiality
• Handle sensitive information with professionalism and discretion
• Prepare weekly and monthly reports for the CEO on key operational metrics and KPIs
• Track action items from leadership meetings and ensure accountability loops close

• Support CRM management and data integrity across organizational platforms and donor management systems
• Assist with AI-powered workflow tools and automation platforms as directed by leadership
• Coordinate with IT on system access, onboarding tech setup, and troubleshooting basic issues
• Maintain and update digital dashboards, trackers, and reporting tools

• Support the EOS process including preparation for L10 meetings, quarterly rocks tracking, and scorecard updates
• Maintain and distribute the V/TO (Vision/Traction Organizer) and accountability chart updates
• Track Issues List items and ensure follow-through on To-Dos between meetings
• Assist in preparing materials for quarterly and annual planning sessions

• Manage and maintain Asana work spaces including task creation, assignments, due dates, and status updates
• Monitor project timelines and flag delays or bottlenecks to leadership proactively
• Create and maintain standard operating procedures (SOPs) for recurring workflows
• Support cross-departmental coordination on organizational initiatives
• Identify inefficiencies and recommend process improvements

• Assist with preparation of board meeting packets, agendas, and minutes
• Coordinate logistics for board meetings, committee meetings, and donor events
• Maintain board member contact information and term tracking
• Support grant reporting timelines and document assembly as needed

• Coordinate donor acknowledgment letters and gift tracking in partnership with Fund Development
• Assist with event logistics for fundraising campaigns and community engagement activities
• Support light content creation for social media, newsletters, or internal…