Executive Operations Associate

The Executive Operations Associate, reporting directly to the CEO, provides high‑level administrative support to daily operations functions. This role is responsible for managing a wide range of tasks, including document preparation, travel arrangements, scheduling internal and external meetings, and ordering corporate supplies. Serving as a key point of contact, the Executive Operations Associate interacts with a diverse group of stakeholders across all levels of the organization and with external visitors.

This role requires strong independent judgment, exceptional organizational skills, and the ability to manage a challenging workload in a fast‑paced environment.

• Provides executive administrative support to the CEO, ensuring quality work products and professional communications.
• Maintains the CEO’s appointment schedule by planning, scheduling, and organizing meetings, national and international travel, and conference attendance, ensuring continuity and smooth operations.
• Performs desktop publishing, creating and developing visual presentations for the CEO, delivering high‑quality products.
• Produces high‑quality documents and materials: transcription, formatting, design, data entry, editing, retrieval, copying and transmission of text, data, and graphics, ensuring accuracy, consistency, and clarity.
• Coordinates and arranges logistics for Board of Advisors meetings, assists with creating agendas and compiling meeting materials.
• Collaborates with Finance on administrative tasks related to corporate accounts and payables.
• Assists with contract management activities, maintaining accurate and organized files.
• Plans, organizes, and coordinates internal and external events with leadership, managing all logistical details for successful execution.
• Manages client and staff gifts for holidays and other occasions.
• Welcomes guests and clients, answering or directing inquiries, ensuring a professional and friendly environment.

• Support vendor relationship management and serve as a secondary point of contact.
• Maintain office supplies inventory by checking stock levels, placing and expediting orders, and verifying receipt of supplies.
• Serve as liaison with property management group for equipment operation, completing preventive maintenance, troubleshooting, and coordinating repairs.
• Oversee procurement, inventory, and lifecycle of all IT hardware and software assets, ensuring cost‑effective purchasing and coordination with IT and finance teams.

Note that this position description is not designed to cover or contain a comprehensive listing of all activities, duties or responsibilities that are required in the performance of this job. Duties, responsibilities and activities may change at any time with or without notice.

Associate’s degree required, along with at least 5 years of executive administrative support experience, including direct support to C‑suite executives.

• Proven self‑starter with the ability to proactively support executives in developing creative solutions that drive business results.
• Exceptional written and verbal communication skills, with the ability to convey information clearly, professionally, and appropriately to diverse audiences.
• Strong technical proficiency with Microsoft 365, including advanced skills in Outlook, PowerPoint, Word, Excel, SharePoint, and Teams.
• Expert‑level experience with Adobe Acrobat for document creation, editing, and management.
• Demonstrated ability to work independently while maintaining accountability and delivering high‑quality results.
• Strong interpersonal skills with the aptitude to build and sustain effective working relationships with internal teams and external partners.
• Highly organized and capable of managing multiple tasks and priorities under tight deadlines.
• Proven ability to manage and safeguard confidential and sensitive information.
• Experience coordinating travel logistics, managing supplies, and supporting day‑to‑day operational needs in a fast‑paced environment.

• Great Corporate Culture and Team
• Competitive Compensation
• Nine (9) Paid Holidays
• 3 Weeks/Year PTO Accrual Rate at Start
• Medical (both HMO and PPO Options), Dental and Vision - Employer paid 70%
• Employer paid Long‑term Disability, Short‑term Disability, AD&D/Life Insurance - $10,000
• 401k
• Employee Assistance Program (EAP)