Executive Operations Coordinator

Position Summary

The Executive Coordinator reports to the President and provides organized, reliable day-to-day support to the President, CTO, and shared leadership staff within a fast-paced healthcare-adjacent organization of approximately 100 employees. This role supports executive logistics, recurring compliance tracking, vendor administration, leadership meetings, and operational workflows that help the executive team stay organized and effective.

The role is designed for someone who brings sound judgment, follow-through, discretion, and comfort operating in a high-trust onsite environment. The Executive Coordinator keeps priorities moving, flags risks early, and maintains accurate systems while designated leaders retain ownership of compliance decisions, vendor negotiations, and executive-level direction.

Essential Duties and Responsibilities

The essential functions include, but are not limited to, the following:

Executive & Meeting Support

• Maintain and proactively adjust calendars for the President and CTO, resolving scheduling conflicts and escalating priority decisions when needed.
• Prepare materials, agendas, logistics, and follow-up tracking for recurring leadership meetings.
• Draft and distribute clear, action-oriented meeting recaps within 24 hours when requested.
• Track agreed follow-up items to closure and flag items at risk of missing deadlines.
• Coordinate occasional travel, meals, company events, swag, and quarterly business update logistics.

Vendor & Financial Administration

• Monitor vendor performance and reliability against expected service levels and flag concerns to leadership.
• Track and process monthly invoices and recurring distributions, ensuring accuracy and timely resolution of discrepancies.
• Maintain organized, audit-ready vendor, invoice, and administrative records.

Compliance Tracking (Vanta / SOC 2)

• Learn the Vanta platform well enough to monitor assigned audit checkpoints, deadlines, and completion status.
• Track outstanding SOC 2 audit items to completion by sending reminders, confirming status updates, and escalating overdue items.
• Maintain the compliance tracking calendar and flag items at risk of missing deadlines to the CTO or designated compliance lead.
• Note: This role tracks audit-point completion; ownership of control design, evidence quality, and audit outcomes remains with the CTO or designated compliance lead.

Office & Operations Leadership

• Maintain SharePoint organization, filing standards, and records management for leadership documentation.
• Support onboarding logistics, office layout and security processes, and cross-affiliate coordination.
• Identify and recommend improvements to recurring administrative and operational workflows.

Top Competencies

• Adaptable: Adjusts effectively when priorities shift and keeps work moving without losing accuracy.
• Organized: Maintains reliable systems for deadlines, records, follow-ups, and recurring workflows.
• Proactive: Flags risks, gaps, and next steps before being asked.
• Reliable: Maintains punctuality, follow-through, and consistent onsite presence.
• Resourceful: Solves logistics and process problems without requiring detailed instructions.
• Professional: Represents the President and CTO credibly in internal and external interactions.

Minimum Qualifications (Knowledge, Skills, and Abilities)

• 3 years supporting senior leadership in an administrative, coordinator, or executive support capacity.
• Advanced proficiency across Microsoft 365, including Word, Excel, PowerPoint, Outlook, Teams, SharePoint and OneNote.
• Experience tracking deadlines, deliverables, and follow-ups across multiple stakeholders with limited oversight.
• Experience with invoice tracking, vendor coordination, and administrative recordkeeping.
• Strong organizational skills with the ability to manage multiple recurring workflows accurately.
• Clear, professional written communication.
• Reliable onsite presence, punctuality, sound judgment, and comfort working in a fast-moving small-business environment.

Preferred

• Prior exposure to compliance frameworks (SOC 2, HIPAA, or similar) or platforms such as Vanta or Drata.
• Experience supporting leadership across multiple affiliated business units or a shared-services model.
• Bachelor's degree or equivalent professional experience.

Physical Demands and Work Environment

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

• Prolonged periods of sitting at a desk and working on a computer. Prolonged periods of standing and bending. 
• The employee is frequently required to walk; use hands to finger, handle, or feel; and reach forward with hands and arms. The employee is also occasionally required to sit and stoop, kneel, or crouch.
• The employee must occasionally lift and/or move up to thirty pounds.

This job description in no way states or implies that these are the only duties to be performed by the employee(s) of this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities.

To perform this job successfully, the employee(s) will possess the skills, aptitudes, and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. This document does not create an employment contract, implied or otherwise, other than an at-will relationship.