Executive Assistant & Operations Coordinator

Executive Assistant & Operations Coordinator

Open Position

As we continue to grow, we are looking for exceptional people who thrive in fast-paced environments, enjoy solving problems, and want to play an important role in helping both our clients and our team succeed.

• You are highly organized, proactive, and dependable. You love creating order from complexity and take pride in making sure things get done.
• You are the person people rely on because nothing falls through the cracks. You anticipate needs before being asked, communicate clearly, and are comfortable managing multiple priorities simultaneously.
• You enjoy working behind the scenes to help leaders and teams operate at their highest level. You are equally comfortable coordinating a leadership meeting, managing a complex calendar, supporting a hiring process, organizing a team event, or ensuring an important deadline is met.
• You likely have:
  • 3+ years of experience supporting executives, leadership teams, or business operations
  • Experience managing calendars, meetings, travel, and executive communications
  • Exceptional organizational and project coordination skills
  • Strong written and verbal communication abilities
  • High attention to detail and follow-through
  • The ability to handle confidential information with professionalism and discretion
  • Experience with Google suite, calendar management, and collaboration tools
  • A proactive, resourceful, and service-oriented mindset
  • Agency, professional services, or small business experience is a plus.

• Manage calendars, scheduling, travel, and logistics for the CEO and select leadership team members
• Coordinate preparation for meetings, presentations, conferences, speaking engagements, and networking activities
• Monitor and triage executive communications, ensuring follow-up occurs and priorities move forward
• Track key commitments, deadlines, and action items
• Help create leverage for leadership by proactively managing administrative and organizational responsibilities

• Support leadership team execution by tracking priorities, deadlines, and strategic initiatives
• Coordinate leadership meeting agendas, notes, and follow-up actions
• Maintain visibility into quarterly goals and key projects
• Assist with reporting, documentation, and operational processes
• Support special projects and cross-functional initiatives as needed
• Coordinate interview scheduling, candidate communications, and feedback collection
• Manage recruiting workflows and hiring logistics
• Conduct reference checks and support candidate experience efforts
• Coordinate onboarding activities, including equipment, systems access, and new hire readiness
• Help create a seamless onboarding experience for new team members

• Support active sales opportunities through meeting coordination, proposal timelines, CRM updates, and follow-up actions
• Ensure opportunities continue moving forward and internal contributors remain aligned
• Assist leadership with maintaining visibility into key pipeline activity

• Coordinate employee recognition, celebrations, and milestone acknowledgments
• Support company meetings, retreats, volunteer activities, and team events
• Organize employee engagement initiatives, including Coffee with CEO sessions and other culture-building activities
• Help create an exceptional employee experience that reflects Dotted Line’s values

• Serve as a primary coordinator for office operations and workplace experience
• Manage office vendors, supplies, facilities requests, and general office needs
• Ensure the office remains organized, welcoming, and client-ready
• Support administrative projects and operational improvements across the agency

In this role, success means:

• The CEO and leadership team gain meaningful time back to focus on growth, clients, talent, and strategy
• Important commitments and deadlines do not fall through the cracks
• Recruiting, onboarding, and business development processes operate smoothly
• Executive administrative burden is significantly reduced
• Communication and follow-through improve across the organization
• The office and employee experience are well-organized and thoughtfully managed

This is a unique opportunity to work directly with the leadership team of one of Virginia’s most respected independent agencies. You’ll gain exposure to strategy, operations, recruiting, business development,…