Executive Operations Coordinator/Executive Assistant
Listed on 2026-06-15
-
Administrative/Clerical
Office Administrator/ Coordinator, Virtual Assistant/ Remote Admin, Business Administration, Administrative Management -
Business
Office Administrator/ Coordinator, Business Administration, Administrative Management
Job Description About the Role
We are seeking an exceptional Executive Operations Coordinator to support the owners of a fast‑paced insurance agency and financial services practice. This is not a traditional administrative position. We are looking for someone who thrives on organization, anticipates needs before they arise, and takes ownership of ensuring that projects, meetings, deadlines, and daily operations run smoothly.
The ideal candidate is highly organized, proactive, detail‑oriented, and able to manage multiple priorities with minimal supervision. They enjoy creating order from chaos, thinking several steps ahead, and serving as the central hub that keeps a busy organization moving forward.
Benefits- Paid Time Off (PTO)
- Mon-Fri Schedule
- Career Growth Opportunities
- Hands on Training
- Retirement Plan
Key Responsibilities
Executive Support
- Manage complex calendars, scheduling, and appointment coordination
- Organize meetings and prepare agendas when needed
- Take detailed meeting notes and track action items
- Manage reminders, deadlines, and follow‑up tasks
- Protect executive time by helping prioritize competing demands
Project & Operations Management
- Track projects from start to finish and ensure timely completion
- Follow up with team members regarding assigned tasks and deadlines
- Create and maintain systems, processes, and workflows
- Identify potential issues before they become problems
- Keep multiple departments aligned and informed
- Ensure important details do not fall through the cracks
Communication & Coordination
- Serve as a liaison between executives, staff, vendors, and clients
- Draft professional emails and communications
- Coordinate internal meetings and company initiatives
- Maintain confidentiality and professionalism at all times
Qualifications
- Previous executive assistant, operations coordinator, project coordinator, or similar experience preferred
- Exceptional organizational and time management skills
- Strong written and verbal communication abilities
- High attention to detail
- Ability to prioritize and manage multiple projects simultaneously
- Strong technology skills, including Microsoft Office and Google Workspace
- Ability to maintain confidentiality and professionalism
Ideal Personality Traits
- Self-starter
- Resourceful
- Highly dependable
- Naturally organized
- Detail-oriented
- Calm under pressure
- Positive and professional
(If this job is in fact in your jurisdiction, then you may be using a Proxy or VPN to access this site, and to progress further, you should change your connectivity to another mobile device or PC).