Executive Operations Administrator

Role Overview

• Provide calendar support for the CEO and other C level executives when requested; proactively flag conflicts and surface scheduling priorities based on business objectives.
• Support ad hoc travel logistics as needed; primary travel arrangements are managed independently by executives.
• Serve as a cross-functional connector across departments, routing inquiries, tracking open items, and ensuring requests reach the right owner without creating bottlenecks.
• Draft, edit, and format executive communications, presentations, and meeting agendas, send out meeting minutes and own follow ups.
• Support board of directors and board committee meetings with scheduling, agenda, presentations and keeping the corporate record book.
• Organize and lead leadership meetings by developing and driving the meeting agendas, capturing accurate minutes and track action items to completion.
• Support C-level communications, including messaging and deliverables such as slide decks, emails, and other communication across various channels.
• Support People & Culture Director, and hiring managers with all administrative aspects of the employee onboarding process flow including: managing end-to-end interview logistics for active roles including multi-stage scheduling, candidate communication, and ATS maintenance.
• Coordinate pre-employment requirements for new hires including background checks, reference checks, and credentialing documentation.
• Support the offboarding process including exit interview scheduling, coordination with IT to ensure timely deactivation of all system access, and assist managers with coordinating knowledge transfer process.
• Maintain accurate and highly confidential employee files, including, but not limited to updating the HRIS system, benefits administration, and employee documents as needed.
• Administer the company's Ramp expense management platform, including corporate card management, expense coding and categorization, monthly spend reporting by department and individual, new user onboarding, and audit support for Finance.
• Maintain and update the company organizational chart on a recurring basis, reflecting all structural changes including new hires, departures, role changes, and reporting line updates; support the HR Director with people-related data analytics including headcount reporting, attrition tracking, tenure analysis, and compensation summaries to inform leadership and board-level business decisions.
• Assist with the preparation of HR correspondence and people-related documentation: including offer letters, employment verification, and compensation letters; maintain and update a standardized template library to ensure consistency and document control across all HR communication.
• Serve as the primary on-site operations lead for the Dallas office, with ownership of workspace functionality, vendor relationships, and office project delivery.
• Oversee daily office operations to ensure a safe, welcoming, and highly functional workspace for all employees and visitors.
• Manage relationships with building management, cleaning staff, IT support, and other facility vendors.
• Monitor and procure office supplies, kitchen inventory, and hardware within the established monthly budget.
• Support company culture initiatives by coordinating logistics for team offsites and events; own venue research, vendor management, and budget tracking.
• Act as a backup to logistics team to assist with incoming and outgoing shipments, courier relationships, and office visitor logistics.
• Manage and maintain corporate records and files.
• Assist CFO with legal contract development, routing and record keeping.
• Prepare monthly operation reports for Executive team review.
• Manage investor lists, communications and outreach.

Requirements

• Minimum 5 years of experience in business operations, office management, or a hybrid operations/HR role; experience in a startup or high-growth company preferred
• Bachelor’s degree, associate’s degree, or post-secondary education in business administration or related areas, or a combination of education and experience.
• Tech savvy and proficient in MS Office, Google Suite, AI tools (Gemini, Claude), BambooHR, TriNet, and expense management systems (Ramp); experience with DocuSign and HubSpot is a strong asset.
• Strong verbal and written communication skills, and exceptional interpersonal skills.
• Handles situations with a high degree of discretion and confidentiality.
• High attention to detail, effective follow-through, and good problem-solving abilities.
• Ability to manage time effectively across multiple time zones and countries (United States & Canada)

Benefits

• Health insurance
• Professional development opportunities