Executive Operations Coordinator

Reverse Osmosis Intelligence (ROI) revolutionizes the operation of large-scale desalination assets by unlocking hidden capacity, reducing operating costs, and minimizing operational risks. Through the integration of patented hardware and advanced analytics, ROI addresses critical challenges in the desalination industry. The company is committed to advancing sustainable water solutions and delivering innovative technologies for improved operational efficiency.

Compensation Range: $80k–$100k annual salary

This is a full-time, on‑site role for an Executive Operations Coordinator, based in Vancouver WA. ROI Intelligence needs a high‑trust operational coordinator who can reduce drag on the COO and executive team by turning scattered work into visible, trackable, repeatable systems.

This person should help the company move faster by owning the administrative and coordination layer across:

• Support the COO and executive team with scheduling, meeting preparation, follow‑up tracking, and administrative coordination.
• Draft, organize, and send routine internal and external communications as directed.
• Prepare meeting agendas, take notes, identify action items, and track follow‑through.
• Coordinate Docu Sign packets, signed documents, onboarding forms, and basic administrative records.
• Help manage executive priorities by organizing tasks, deadlines, and pending decisions.

• Maintain and update company project management systems, including Asana or similar platforms.
• Track open tasks, owners, due dates, blockers, and completed items.
• Prepare weekly operational status summaries for leadership.
• Coordinate internal workflows across engineering, legal, finance, HR, vendors, advisors, and contractors.
• Help translate leadership direction into organized task lists, timelines, and follow‑up schedules.

• Manage employee and contractor onboarding checklists.
• Coordinate offer letters, onboarding documents, confidentiality agreements, invention assignment agreements, tax forms, payroll setup, benefits forms, device assignments, and systems access.
• Maintain organized personnel files and onboarding records.
• Assist with employee handbook distribution, acknowledgment forms, and policy documentation.

• Follow up with vendors, contractors, suppliers, advisors, and outside service providers.
• Track requests for quotes, proposals, deliverables, signed agreements, and pending responses.
• Maintain organized vendor records, contact lists, and contract files.
• Escalate issues, delays, or required decisions to the COO or appropriate executive.

• Organize and maintain company documents in Dropbox, Google Drive, or similar systems.
• Maintain consistent folder structures, naming conventions, version control, and access permissions.
• Support creation and maintenance of internal SOPs, checklists, templates, and process documentation.
• Help create Loom videos or written guides explaining internal procedures.
• Ensure sensitive company information is handled carefully and confidentially.

• Support company initiatives related to hiring, onboarding, security protocols, budget tracking, investor/advisor packets, and internal reporting.
• Help prepare materials for board, advisor, investor, vendor, or partner meetings.
• Track milestones and follow‑ups for engineering, software, hardware, corporate, and operational projects.
• Identify process gaps and recommend practical improvements.

This person is a proactive, discreet, detail‑oriented operations coordinator who can support senior leaders, manage ambiguity, follow up across internal and external stakeholders, and keep the COO informed with completed items, blockers, decisions needed, and next steps.

• Experience level: 3–6 years
• Executive support:
  Supported a CEO, COO, founder, executive team, or senior operator
• Operations coordination:
  Managed trackers, deadlines, workflows, vendors, documents, onboarding, or internal admin systems
• Follow‑through discipline:
  Can track owners, due dates, blockers, decisions needed, and completed items
• Document…