The Executive Operations Coordinator provides administrative, operational, and project coordination support to executive leadership while helping execute key company initiatives. This role partners closely with the CEO, Vice President of Operations, Sales, and other departments to coordinate meetings, communications, client engagement activities, employee recognition programs, and company events.

The ideal candidate is highly organized, proactive, and detail-oriented with the ability to manage multiple priorities, communicate professionally, maintain confidentiality, and ensure important initiatives are completed accurately and on time.

Essential Duties and Responsibilities

Executive & Operations Support

• Provide administrative support to executive leadership, including calendar management, meeting coordination, travel arrangements (as needed), and follow-up on action items.
• Coordinate executive meetings by preparing agendas, presentations, reports, and supporting materials.
• Track action items, project timelines, and deadlines to ensure initiatives move forward.
• Organize and maintain executive documents, files, and confidential information.
• Assist with operational projects and cross-functional initiatives as assigned.
• Support leadership by researching information, gathering data, and preparing reports.

Events Execution

• Coordinate planning and logistics for company meetings, leadership meetings, employee events, training sessions, and special events.
• Manage event schedules, invitations, meeting materials, catering, room reservations, and vendor coordination.
• Assist with execution of company-sponsored events from planning through completion.
• Coordinate post-event follow-up, including documentation and action items.

Operations & Client Support

• Coordinate Quarterly Business Reviews (QBRs), including scheduling, preparation of presentation materials, and communication with internal teams and clients.
• Support executive leadership and Sales by preparing reports, organizing client information, and coordinating follow-up activities.
• Monitor recurring operational initiatives and help ensure deliverables are completed on schedule.
• Assist with process improvements and documentation for executive-led initiatives.

Communications & Marketing Support

• Assist in drafting, editing, and distributing internal and external communications.
• Partner with the Marketing team to coordinate company announcements, events, campaigns, and special projects.
• Help maintain consistency in executive communications and presentation materials.
• Coordinate communication timelines for company initiatives and leadership announcements.

Employee Recognition Programs

• Coordinate the Employee of the Month program from nomination through recognition.
• Track nominations and maintain recognition records.
• Prepare employee recognition communications and presentation materials.
• Coordinate certificates, awards, announcements, and related recognition activities.
• Assist with additional employee engagement and recognition initiatives throughout the year.

General Administrative Support

• Maintain professionalism and confidentiality while handling sensitive company information.
• Coordinate meetings across multiple departments and communicate scheduling changes.
• Assist with purchasing office supplies or event materials as needed.
• Support additional administrative and operational responsibilities assigned by executive leadership.

Work Environment

• Full-time, on-site position based in Houston, Texas.
• Frequent collaboration with executive leadership and cross-functional departments.
• Occasional interaction with clients, vendors, and external business partners.
• Fast-paced environment requiring flexibility, organization, and the ability to manage multiple priorities simultaneously.

Required Qualifications

• Strong organizational and project coordination skills.
• Excellent written and verbal communication skills.
• Ability to prioritize multiple projects while meeting deadlines.
• Strong attention to detail and follow-through.
• Ability to maintain confidentiality and exercise sound judgment.
• Professional interpersonal skills with the ability to work effectively with executives, employees, clients, and vendors.
• Proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and other business technology tools.

Preferred Qualifications

• Bachelor's degree in Business Administration, Communications, Organizational Management, or a related field preferred.
• Two or more years of experience supporting executives, operations, project coordination, or administrative functions.
• Experience coordinating meetings, events, communications, or company-wide initiatives.
• Experience working in a fast-paced, collaborative business environment.