Executive Assistant & Operations Coordinator

Location: Arlington, TX | Full-Time | Onsite

We are seeking a highly organized, proactive Executive Assistant & Operations Coordinator to support senior leadership within a fast-paced entrepreneurial organization. This role goes far beyond traditional executive support and is ideal for someone who enjoys wearing multiple hats, solving problems, driving projects forward, and serving as a trusted partner to leadership.

The successful candidate will be resourceful, detail-oriented, and comfortable operating in an environment where priorities can shift quickly. This individual will help keep executives focused on strategic initiatives while ensuring day-to-day operations run smoothly.

Key Responsibilities

Executive Support

• Manage complex calendars and scheduling for senior leadership
• Coordinate meetings, appointments, and business travel arrangements
• Prepare meeting materials, presentations, and executive correspondence
• Track action items and follow up to ensure completion
• Serve as a gatekeeper and liaison for internal and external stakeholders

Project & Operations Coordination

• Assist with special projects and cross-functional initiatives
• Coordinate timelines, deliverables, and project follow-up
• Maintain project trackers and status reports
• Help streamline processes and improve operational efficiency
• Support leadership with research, reporting, and data gathering

Vendor & Client Support

• Coordinate with vendors, suppliers, and external partners
• Assist with contract administration and documentation
• Manage vendor communications and follow-up
• Support client-facing initiatives and relationship management activities

Office Administration

• Coordinate office operations and administrative functions
• Manage supplies, equipment, and vendor services
• Assist with company events, meetings, and team activities
• Maintain records, files, and operational documentation

Qualifications

• 5+ years of Executive Assistant, Operations Coordinator, Project Coordinator, or Office Manager experience
• Proven ability to support senior executives in a fast-paced environment
• Strong project coordination and organizational skills
• Excellent written and verbal communication abilities
• High level of professionalism and discretion
• Ability to prioritize multiple projects simultaneously
• Advanced proficiency with Microsoft Office Suite
• Experience managing competing priorities with minimal supervision

Preferred Background

• Experience supporting owners, founders, presidents, or C-suite executives
• Exposure to marketing, product development, manufacturing, logistics, consumer products, or entrepreneurial businesses
• Project management experience
• Experience working in a small to mid-sized company environment

What We're Looking For

The ideal candidate is a proactive self-starter who anticipates needs before they arise, takes ownership of responsibilities, and enjoys being the person others rely on to keep projects and operations moving forward. This is an opportunity to become a trusted right hand to leadership and play a meaningful role in the continued growth of the organization.

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