Executive Operations Associate

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.

The 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, planning, scheduling, and organizing meetings, national and international travel, and attending conferences, ensuring continuity.
• Performs desktop publishing, creating and developing visual presentations for the CEO.
• Produces high‑quality documents and materials through transcription, formatting, design, data entry, editing, copying, and transmission of text, data, and graphics; ensures accuracy, consistency, and clarity.
• Coordinates and arranges logistics for Board of Advisors meetings and assists with creating agendas and compiling meeting materials.
• Works in collaboration with Finance on administration tasks related to corporate accounts and payables.
• Assists with contract management activities to maintain accurate and organized files.
• Plans, organizes, and coordinates internal and external events, collaborating with leadership to manage logistics and support positive participant experiences.
• Coordinates, monitors client and staff gifts for holidays and other occasions as needed.
• Welcomes guests and clients by greeting them in person or on the telephone, answering or appropriately directing inquiries.

• Supports vendor relationship management and serves as a secondary point of contact.
• Maintains office supplies inventory, checking stock, anticipating needs, evaluating new office products, placing orders and verifying receipt.
• Serves as liaison with property management, ensuring operation of equipment, completing preventive maintenance, troubleshooting malfunctions, and coordinating repairs.
• Oversees procurement, inventory, and lifecycle of all IT hardware and software assets; ensures cost‑effective purchasing, maintains vendor relationships, and coordinates with IT and finance teams.

• Associate’s degree required.
• At least 5 years of executive administrative support experience, including direct support to C‑suite executives.
• Proven self‑starter with ability to proactively support executives in developing creative solutions that drive business results.
• Exceptional written and verbal communication skills, conveying information clearly and professionally.
• Strong technical proficiency with Microsoft 365 (Outlook, PowerPoint, Word, Excel, SharePoint, Teams).
• Expert‑level experience with Adobe Acrobat for document creation, editing, and management.
• Ability to work independently while maintaining accountability and delivering high‑quality results.
• Strong interpersonal skills for building effective relationships with internal teams and external partners.
• Highly organized, 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
• 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
• 401(k)
• Employee Assistance Program (EAP)