Executive Operations Coordinator

at  Greenacres Foundation

SUMMARY:

The Executive Operations Coordinator will report to the Chief Operating Officer and work closely with the Executive Director and the entire leadership team. This position will manage a wide range of administrative tasks to ensure the smooth and efficient operation of the executive office. They will be a critical liaison between the executive team, leadership team, internal departments, and external stakeholders, contributing to our team’s overall effectiveness and productivity. Being a team player, doer, organized, and motivated task completer with a creative mind and can-do attitude is vital in this role. When faced with a challenge, the ideal candidate will instinctively ask, “How can I help?”

Requirements:

• Associate degree in business administration, Office Management, or related field preferred.
• Minimum of 4 years of experience is preferred.
• Proven experience as an administrative or executive assistant supporting senior-level executives.
• Exceptional attention to detail and accuracy committed to producing high-quality work.
• Excellent organizational and time management skills, with the ability to prioritize tasks and manage multiple projects simultaneously.
• Strong communication skills, both written and verbal, with a professional demeanor and the ability to interact effectively with diverse stakeholders.
• Proven ability to review and understand contracts and other legal documents.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software applications.
• High discretion, confidentiality, and integrity in handling sensitive information and situations.
• Ability to work independently with minimal supervision and adapt to changing priorities in a fast-paced environment.
• Occasional travel to and from may be required.
• Ability to successfully pass a post-offer pre-employment drug test, physical and fingerprint FBI background screen.
• Ability to internalize and reflect our values

• Coordinate and manage the COO and Executive Director’s calendars, including scheduling meetings, appointments, and travel arrangements, while prioritizing conflicting demands and deadlines.
• Serve as the primary point of contact for the executive office, screening and directing phone calls, emails, and other correspondence, ensuring timely responses to inquiries, and taking all incoming calls from the main phone line.
• Organize and prepare meeting materials, including agendas, presentations, and supporting documents, and assist with minute-taking and follow-up tasks as needed.
• Draft, proofread, and edit correspondence, reports, memos, and other documents for the COO and Executive Director, ensuring accuracy and adherence to company standards.
• Maintain and organize electronic and physical filing systems, including confidential and sensitive information, and ensure data accuracy and accessibility for the executive team.
• Provide general administrative support to the COO and Executive Director, including managing expense reports, processing invoices, and coordinating special projects or initiatives as assigned.
• Receives incoming communication or memos on behalf of senior staff, reviews their contents, determines their importance, and summarizes and/or distributes their contents to appropriate staff.
• Collaborate with other administrative staff and departments to facilitate cross-functional communication and coordination and ensure alignment with organizational goals and priorities.
• Manages small event programs and lunches for guests and staff.
• Other duties as assigned.

Requirements:

• Associate degree in business administration, Office Management, or related field preferred.
• Minimum of 4 years of experience is preferred.
• Proven experience as an administrative or executive assistant supporting senior-level executives.
• Exceptional attention to detail and accuracy committed to producing high-quality work.
• Excellent organizational and time management skills, with the ability to prioritize tasks and manage multiple projects simultaneously.
• Strong communication skills, both written and verbal, with a professional demeanor and the ability to interact effectively with diverse stakeholders.
• Proven ability to review and understand contracts and other legal documents.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software applications.
• High discretion, confidentiality, and integrity in handling sensitive information and situations.
• Ability to work independently with minimal supervision and adapt to changing priorities in a fast-paced environment.
• Occasional travel to and from may be required.
• Ability to successfully pass a post-offer pre-employment drug test, physical and fingerprint FBI background screen.
• Ability to internalize and reflect our values.