What are the responsibilities and job description for the Executive Operations Coordinator position at ConEquip Parts - A World of Parts?
Overview
The Executive Operations Coordinator is a true partner to the President, focused on bringing structure, clarity, and momentum to how the business operates. This role goes beyond traditional executive support, helping the President and leadership team stay aligned, move faster, and execute at a high level.
You will own core Executive Assistant responsibilities, but the real impact comes from how you think: anticipating what’s coming before it’s obvious, building systems that reduce friction, and ensuring priorities don’t fall through the cracks.
This is a role for someone who wants to do more than support—someone who wants to help run and improve how things work!
Essential Duties and Responsibilities:
- Partner closely with the President to manage priorities, schedules, and daily workflow.
- Anticipate needs, identify conflicts early, and proactively solve problems before they escalate.
- Build and refine systems, processes, and workflows that improve efficiency and reduce friction.
- Drive follow-through on key priorities, ensuring alignment and execution across the leadership team.
- Own and manage a dynamic executive calendar, aligning time with strategic priorities.
- Coordinate leadership meetings, Level 10 meetings, quarterly sessions, and planning events.
- Ensure meetings are purposeful, organized, and lead to clear outcomes and next steps.
- Prepare agendas, reports, and briefing materials so the President is consistently prepared.
- Track action items and decisions, maintaining accountability across teams.
- Act as a liaison between the President, internal teams, and external partners.
- Leverage tools and technology—including AI—to streamline workflows and improve productivity.
- Identify opportunities to automate, simplify, and scale how work gets done.
- Coordinate travel, logistics, and itineraries with a high level of detail and organization.
- Manage expense reporting and maintain accurate documentation.
- Maintain organized systems for files, reporting, and communication.
- Handle sensitive information with a high level of discretion and professionalism.
- Support cross-functional projects, leadership initiatives, and company events.
- Help keep teams aligned, informed, and moving forward.
Qualifications and Skills:
- Experience supporting a senior leader while contributing to operations, coordination, or process improvement.
- Strong organizational and time management skills with the ability to anticipate needs and stay ahead.
- Comfortable operating in ambiguity and making sound decisions with limited direction.
- Proven ability to create structure, improve processes, and drive execution.
- Strong communication skills with the ability to work across all levels of the organization.
- High level of discretion and professionalism.
- Detail-oriented with strong follow-through and accountability.
- Comfortable learning and leveraging new tools and technology, including AI.
- Ability to manage multiple priorities in a fast-paced environment.
- A dependable, go-to partner who takes ownership and gets things done.
- Embody ConEquip’s core values: Character, Integrity, Wisdom, Diligence, Humility, and Grace.
Education and Experience:
- Three (3) to five (5) years of experience in executive support, operations, or a similar role.
- Experience supporting a business leader or leadership team preferred.
- Degree in business, operations, or related field preferred.
- An equivalent combination of education, experience, or training may be considered.
Why ConEquip?
Founded in 2008, ConEquip Parts has become a leader in the heavy construction parts industry by blending grit with high standards. Our mission—“A World of Parts with a Personal Touch”—extends to our team culture, where results are rewarded, growth is encouraged, and autonomy is respected.
We were named a Best Place to Work in WNY because we’re serious about employee development, mutual accountability, and shared success!
Apply today if you’re ready to turn your drive into income and your ambition into career growth!
Upload your resume on LinkedIn or send it to Careers@conequip.com.