Executive Operations Assistant

Job Description: _ Executive Operations Assistant_

(Right Hand to the COO & CEO)

Role Overview

The _ Executive Operations Assistant_ is a trusted partner to the COO and CEO, providing operational, strategic, and relational support that enables the firm to operate with clarity, ease, and flow. This role sits at the intersection of executive support, vendor management, change management, and process improvement—ensuring ideas move into action, systems support growth, and leadership is well-supported to focus on what matters most.

In this boutique-sized and growing leadership development firm, this role requires proactive partnership, precision, and perspective. You will manage details and logistics while also serving as a thought partner—helping leadership anticipate needs, surface patterns, and continuously improve how the organization works. All work is grounded in the firm’s Vision, Mission, and Values, with a strong emphasis on people-centered leadership, trust, collaboration, and sustainable growth.

Impact of the Role

The _ Executive Operations Assistant _creates stability, momentum, and capacity across the organization. By streamlining systems, preparing leaders for key conversations, coordinating with vendors, and ensuring strong follow-through, this role enables the COO and CEO to focus on strategic leadership, client relationships, and the long-term growth of the firm.

This role directly contributes to:

• Greater operational efficiency and reduced friction
• Stronger execution of strategic priorities
• High-quality client, partner, and vendor experiences
• Clear, documented processes that support sustainable growth
• A leadership team that feels supported, prepared, and resourced

Primary Focus Areas:

• Executive Support & Thought Partnership (COO & CEO)
• Scheduling, Calendar, and Meeting Preparation
• Systems, Processes, and Tools
• Change Management & Adoption
• Vendor & Partner Management

Key Responsibilities

1. Executive Support & Thought Partnership

• Serve as a primary operational and strategic support partner to the COO and CEO
• Prepare leaders for meetings, presentations, and key conversations (agendas, briefing notes, materials, follow-ups)
• Track commitments, decisions, and action items from leadership meetings and ensure timely follow-through
• Act as a thought partner—helping leaders think through priorities, sequencing, risks, and opportunities
• Anticipate leadership needs and proactively address gaps, bottlenecks, or emerging challenges

2. Scheduling, Calendar & Meeting Management

• Manage complex calendars for the COO and CEO, including internal meetings, client engagements, and strategic work time
• Coordinate scheduling across internal team members, coaches, vendors, and external partners
• Ensure calendars are accurate, current, and aligned with contracts, invoicing, and program delivery
• Support meetings by preparing agendas, capturing notes, and distributing action items as needed

4. Change Management & Adoption

• Support planning and implementation of organizational changes, including new systems, processes, roles, and ways of working
• Translate leadership decisions into clear, actionable steps that help the team understand what is changing, why it matters, and how to engage
• Develop and support communication plans, timelines, and adoption strategies
• Listen for resistance, confusion, or breakdowns and partner with leadership to address them thoughtfully and constructively
• Help ensure changes are not only implemented, but adopted and sustained—balancing task execution with relational impact

5. Systems, Tools & Process Improvement

• Implement, maintain, and continuously improve systems and tools (e.g., CRM, project management, scheduling platforms)
• Identify inefficiencies, recommend, and then implement workflow improvements that support scalability, clarity, and ease
• Support team adoption through documentation, training, and troubleshooting
• Ensure systems support both operational effectiveness and the relational nature of the firm’s work

6. Vendor & Partner Management

• Coordinate and steward relationships with external vendors, subcontractors, and partners (e.g., coaches, facilitators, assessment providers, technology platforms, venues)
• Support vendor onboarding, scheduling, communication, and logistical alignment
• Track contracts, scopes of work, timelines, deliverables, and associated costs, ensuring alignment with approved budgets
• Serve as the primary point of contact for day-to-day coordination—making routine operational decisions independently and escalating strategic, contractual, or budget-impacting decisions appropriately
• Partner with leadership on invoice tracking, vendor payments, and budget visibility (without owning final financial approval)
• Help evaluate vendor performance through outcomes and relationship health, identifying opportunities for improvement and values alignment

7. Internal Project & Event Coordination

• Coordinate logistics for meetings, trainings, and events—from planning through execution
• Track project timelines, deadlines, and deliverables to ensure timely completion
• Prepare reports and materials to support project visibility and accountability

8. Process Documentation & Knowledge Management

• Develop, document, and maintain clear processes, policies, and procedures
• Ensure documentation is standardized, accessible, and regularly updated
• Capture insights and operational patterns to support continuous improvement and organizational learning

Preferred Qualifications

• Bachelor’s degree in business administration, operations, project management, or a related field (or equivalent experience)
• 2–5 years of experience in executive support, operations, project coordination, or professional services
• Experience supporting senior leaders in a small or growing organization
• Familiarity with leadership development, coaching, or consulting environments strongly preferred
• Project management or process improvement certification helpful but not required

Key Skills & Competencies Skills

• Exceptional organizational and prioritization skills
• Strong attention to detail with the ability to see the bigger picture
• Clear, thoughtful written and verbal communication
• Proactive problem-solving and anticipation of needs

Operational & Technical Skills

• Proficiency with Google Workspace, Microsoft Office, Asana, Hubspot, Slack, and Zoom
• Experience with project management, CRM, scheduling, and documentation tools
• Ability to design, improve, and document workflows

Personal & Relational Skills

• High emotional intelligence and strong interpersonal skills
• Ability to balance task execution with relationship care
• Comfort navigating ambiguity, change, and occasional breakdowns with calm and humor
• Service-oriented mindset with deep respect for confidentiality and trust
• Passion for personal and professional development
• Thrives in a fast-paced, collaborative, values-driven environment

Work Environment

• Remote-friendly role within a highly relational, mission-driven organization
• Requires strong ownership, initiative, and self-direction
• Best suited for someone who enjoys being a “right hand to leadership” and bringing structure to meaningful, human-centered work

Pay: $55,000.00 - $70,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Flexible schedule
• Health insurance
• Professional development assistance
• Retirement plan

Application Question(s):

• Are you located in the greater Seattle area?
• Do you have previous experience working in a service and/or leadership development firm?

Education:

• Bachelor's (Preferred)

Experience:

• Executive administrative support: 5 years (Preferred)

Work Location: Hybrid remote in Bothell, WA 98021

Salary : $55,000 - $70,000