Executive Operations Specialist

SUMMARY 

The Executive Operations Specialist provides senior-level administrative, operational, and project support to Leadership Team members, including the CEO, CFO, SVP Business Operations, and other senior positions. This role enhances leadership team efficiency, communications, and ensures the timely execution of initiatives and priorities across multiple business units. The position acts as a proactive facilitator, administrator, and liaison, supporting cross-functional efforts in project management, organizational improvements, and process enhancement.

ESSENTIAL DUTIES AND RESPONSIBILITIES include, but are not limited to, the following.  Other duties may be assigned.

• Coordinate scheduling, logistics, and priorities for multiple leadership team members
• Prepare, edit, and refine professional documents, presentations, and communications
• Maintain organization of leadership records, files, action items, and follow-up tasks
• Track deadlines and proactively ensure commitments are met
• Facilitate business expense auditing and reporting
• Review and draft senior-level correspondence, briefs, reports, and summaries
• Represent the Leadership Team professionally with internal and external stakeholders
• Support meeting planning, agenda development, minutes, and post-meeting follow-up
• Assist with internal communications, announcements, and messaging initiatives
• Conduct market or competitor research to inform leadership discussions
• Gather and analyze data to evaluate marketing initiatives and opportunities
• Initiate and follow-up on leadership communications with clients, prospects, and service partners
• Conduct research and analysis to support leadership decision-making
• Track and organize KPIs, operational metrics, and business initiatives
• Assist with business cases, reports, and cross-functional projects
• Identify opportunities to streamline workflows, systems, or communication processes
• Coordinate and manage digital optimization tools, productivity systems, and collaboration platforms
• Utilize AI platforms to improve research, summarization, drafting, and analytics
• Assist with support and troubleshooting of technical or software issues, coordinating with IT when necessary
• Research and recommend technologies that improve performance, efficiency, or user experience

SUPERVISORY RESPONSIBILITIES

None

QUALIFICATIONS 

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

SPECIAL SKILLS AND ABILITIES 

• Demonstrated competency with advanced digital tools and AI platforms
• Highly organized and capable of managing multiple priorities simultaneously
• Strong technical proficiency with digital productivity tools and platforms
• Ability to work independently and proactively anticipate leadership needs
• Strong interpersonal skills with a polished, professional presence
• Familiarity with data analysis, reporting, or operational metrics

EDUCATION and/or EXPERIENCE 

Bachelor’s degree preferred, or equivalent combination of experience with 3–5 years of experience in administrative, project support, or similar role required.  Experience supporting senior leadership or executive teams, as well as marketing, communications, or business development support preferred. Experience with CRM, project management, or collaboration platforms helpful.

CERTIFICATES, LICENSES, REGISTRATIONS

None

LANGUAGE and COMMUNICATION SKILLS 

Ability to read and interpret documents written in English to an above average competency, such as requests for proposals, agreements, bid solicitations, scopes of work, rules, operating and procedure manuals.  Ability to write routine reports and customer correspondence.  Strong ability to speak effectively before individuals and groups of people (e.g., customers or employees of organization), along with the ability to present complex solutions to customer problems in a way that is simple and easy to understand.

MATHEMATICAL SKILLS 

Ability to work with mathematical concepts such as probability and statistical inference and apply concepts such as fractions, percentages, ratios and proportions to practical situations.

REASONING ABILITY 

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.  Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form. Ability to define problems, collect data, establish facts, and draw valid conclusions.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to use hands to finger and type.   The employee needs to be able to hear well enough to communicate both internally and externally.  The employee must be able to see well enough to read written items and use a computer. The employee frequently is required to stand, walk, and stoop.  The employee is frequently required to sit and reach with hands and arms.  The employee must occasionally lift and/or move up to 10 pounds.  

WORK ENVIRONMENT  

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The working conditions are those of a normal office environment with the absence of disagreeable elements.  The noise level in the work environment is usually moderate.

SKILLS ASSESSMENT

Qualified candidates will be required to demonstrate skill proficiency as listed below within the first 30 days of hire. Candidates requiring accommodations in order to complete the assessment should request them from Human Resources.

EOE, including disability/vets