Operations Coordinator

JOB DESCRIPTION
Executive Assistant
Job Summary
The Operations Coordinator will provide high-level administrative support to the executive team, including but not limited to managing schedules, coordinating meetings, handling communications, and assisting with various special projects. The Operations Coordinator will act as a liaison between the executive and internal/external stakeholders, ensuring the smooth operation of the office and efficient time management for the executive.
Responsibilities:
Calendar Management:
· Manage and maintain the executive’s calendar, including scheduling appointments, meetings, and travel arrangements.
· Prioritize and handle scheduling conflicts, ensuring smooth day-to-day activities.
Task & Follow-up Management:
· Needs to take strong, proactive follow-ups for every assigned task and maintain detailed notes/documentation of all discussions.
Meeting Coordination:
· Organize and prepare for meetings, including gathering documents, preparing agendas, and briefing the executive beforehand.
· Take minutes and follow up on action items.
· Coordinate and arrange conference calls and video meetings.
Project Management & Special Assignments:
· Assist in coordinating and managing various special projects as directed by the executive.
· Track progress on projects and ensure deadlines are met.
Confidentiality & Discretion:
· Handle sensitive and confidential information with utmost discretion.
· Maintain professionalism in all forms of communication and interaction.
Office & Document Management:
· Organize and maintain the executive’s files and records, ensuring easy access to important documents.
· Assist in preparing reports, presentations, and data summaries.
Event Coordination:
· Assist in planning and organizing executive-level events, both internal and external, such as team offsites, board meetings, and corporate functions.
Expense Management:
· Track and submit the executive’s expenses for reimbursement and budget tracking.
· Ensure timely processing of expense reports.
Relationship Management:
· Foster strong working relationships with internal stakeholders, board members, and external partners.
· Act as a liaison between the executive and other departments within the organization.
Requirments:
Strong interpersonal skills with the ability to interact effectively at all levels of the organization.
Proactive, adaptable, and able to anticipate the needs of the executive.
Ability to remain calm under pressure and meet tight deadlines.
High level of professionalism, tact, and diplomacy.

Work arrangement
No