Executive Coordinator – Operations Administrator

Role Overview

• Serve as the primary point of contact for the CMO, CRO, and CCO, supporting both executives and their teams
• Manage and strategically gatekeep complex, high-volume calendars across three executives, multiple time zones, using judgment and tools to optimize time and priorities
• Coordinate logistics, agendas, and materials for Marketing, Revenue and Client Partnerships team offsites.
• Leverage AI and productivity tools to support scheduling, meeting preparation, and workflow optimization
• Prioritize meeting requests and make informed decisions to protect time for strategic thinking and focus
• Coordinate and book domestic travel, including itineraries and logistics
• Prepare and submit expense reports in a timely and accurate manner
• Join weekly leadership and team meetings to capture notes, key takeaways, and action items (including using AI tools to enhance note-taking and summarization)
• Ensure timely follow-ups on commitments, decisions, and cross-functional dependencies
• Act as a strategic partner to optimize executive effectiveness, workflow, and time management
• Maintain a consistent in-office presence (2 days/week) to support operational needs
• Check and distribute incoming mail; coordinate outgoing mail including paper checks to Finance
• Monitor and triage company-wide Jira tickets, ensuring timely routing and resolution
• Manage and deploy MiFi devices to employees as needed
• Coordinate coworking access by registering employees for Workbar when visiting Boston
• Manage and forward voicemails from the company’s main line to appropriate teams
• Identify opportunities to streamline operational processes and improve efficiency through tooling and automation
• Support general office operations and act as a resource for employees visiting the Boston office
• Be the point person for all teams if they need in person support at Boston based client meetings

Requirements

• 5+ years of experience in executive support, operations, or administrative roles (supporting senior leaders)
• Exceptional organizational and time management skills with strong attention to detail
• Demonstrated ability to manage multiple priorities and stakeholders simultaneously
• Strong judgment and decision-making skills, especially in calendar and time management
• Excellent written and verbal communication skills
• Proficiency with tools such as Google Workspace, Slack, Jira, and expense management systems (Expensify)
• Comfort with or willingness to learn and adopt AI-powered tools to enhance productivity and decision-making
• Ability to work independently while maintaining a high level of collaboration

Benefits

• 401K with an employer match
• Health, dental, vision, life insurance, and short-term and long-term disability coverage.
• Flexible spending account for health care and dependent care
• Wellness Reimbursement
• Work from Home Reimbursement
• Flexible vacation policy
• Parental leave program
• Company Issued Laptop