Executive Assistant & Business Operations Coordinator

Description

Sphere

MD is seeking a highly organized, proactive, and resourceful Executive Assistant to serve as a strategic partner to the Chief Operating Officer. This is not a traditional administrative support role. The Executive Assistant serves as a central coordinator across operations, technology, project management, board administration, office management, and executive support functions.

The ideal candidate thrives in a fast‑paced environment, exercises sound judgment, anticipates needs before they arise, and is comfortable managing multiple priorities while interacting with leaders across the organization. This position plays a critical role in ensuring organizational efficiency, accountability, and operational continuity.

• Manage the COO's calendar, appointments, meetings, and scheduling priorities
• Serve as gatekeeper for the COO's time and attention
• Manage executive communications and correspondence
• Conduct research and prepare materials for strategic initiatives
• Support the COO during business travel and other company initiatives
• Maintain confidentiality regarding sensitive business and personnel matters
• Anticipate needs and proactively resolve issues before they become problems

• Monitor deliverables and deadlines for managers and direct reports to the COO
• Maintain accountability systems and follow up on outstanding action items
• Provide project coordination and administrative support for strategic initiatives
• Assist managers with troubleshooting, process improvement, and organizational needs
• Audit deliverable trackers and status updates
• Coordinate cross‑functional projects and ensure timely completion of assigned work

• Coordinate quarterly board meetings and shareholder meetings
• Manage board communications and meeting logistics
• Prepare meeting agendas, board packets, and supporting documentation
• Coordinate signatures and execution of corporate actions and resolutions
• Organize and maintain board records and governance documentation
• Partner with Accounting on preparation and distribution of financial materials

• Schedule and coordinate management meetings and departmental check‑ins
• Prepare agendas and supporting materials
• Record meeting minutes and track action items
• Coordinate follow‑up activities and ensure completion of assigned tasks

• Coordinate certain office vendors and service providers
• Maintain storage unit agreements and related records
• Assist with office organization and operational improvements
• Support company‑wide administrative needs and special projects
• Provide support to visitors, vendors, and external partners

• Coordinate annual corporate filings and compliance requirements
• Manage business registrations and renewals
• Support company insurance renewals
• Assist with contract, lease, and agreement administration
• Coordinate trademark renewals and regulatory registrations
• Maintain corporate records and compliance documentation

• Serve as the primary internal administrator for a variety of business systems including:
• Microsoft 365 Administration
• User account management
• Licensing administration
• Distribution groups and shared mailboxes
• SharePoint administration
• Microsoft Forms administration
• Troubleshooting and user support
• Phone System Administration
• User setup and configuration
• Device management and provisioning
• Business Systems Administration
• Quick Base
• Caspio
• Sedna
• Synology
• Westfax
• Paylocity backup administration
• User onboarding and off‑boarding support
• Desktop and workstation setup
• Software installation and maintenance
• File management and system organization

• Coordinate company travel arrangements including airfare, lodging, transportation, and itineraries
• Support planning and execution of marketing and business travel
• Maintain executive travel records and itineraries
• Coordinate company meetings, events, and special functions
• Assist with corporate event planning and logistics

• Manage…