Executive Operations Coordinator – Communications

Role Overview

• Coordinates the Communications department intake process, ensuring requests are prioritized, assigned, and tracked through completion.
• Maintains the department's project portfolio, providing visibility into priorities, deadlines, dependencies, and workload.
• Proactively monitors project timelines and follows up with stakeholders to keep work moving and escalate potential delays.
• Maintains project documentation, templates, standard operating procedures, and workflow resources.
• Coordinates communications campaigns, publications, marketing initiatives, executive communications, and cross-functional projects from planning through completion.
• Maintains editorial calendars, production schedules, and publication timelines.
• Coordinates project meetings, captures action items, and monitors follow-through.
• Supports vendor coordination and administrative aspects of external partnerships.
• Partners with the Chief Communications Officer by coordinating calendars, managing executive priorities, scheduling meetings, preparing materials, tracking approvals and follow-up items, and helping ensure strategic initiatives remain on schedule.
• Assists with department budgeting, purchasing, contracts, expense reporting, and administrative processes.
• Helps prepare presentations, reports, and meeting materials for executive leadership and Board meetings.
• Administers communications and marketing technology platforms, including project management, CRM, content management, and collaboration tools.
• Supports implementation of AI-enabled workflows and process improvements that increase efficiency across the department.
• Identifies opportunities to streamline processes and improve collaboration across teams.
• Maintains department dashboards, reporting, and operational metrics.

Requirements

• Bachelor's degree in communications, marketing, business, public relations, or a related field, or equivalent combination of education and experience.
• Three or more years of experience in communications, marketing operations, project coordination, executive support, business operations, or a related field.
• Excellent organizational and project coordination skills, with the ability to manage multiple priorities, maintain attention to detail, and meet competing deadlines in a fast-paced environment.
• Strong written and verbal communication skills, with the ability to communicate clearly and professionally across all levels of the organization.
• Demonstrated ability to work independently, exercise sound judgment, anticipate needs, and proactively solve problems.
• Proficiency with Microsoft Office 365, including Outlook, Word, Excel, PowerPoint, and Teams.
• Experience using project management, workflow, collaboration, or content management platforms (e.g., Monday.com, Asana, Smartsheet, Microsoft Planner, SharePoint, or similar).
• Experience working with CRM, marketing automation, or communications platforms like HubSpot or Mailchimp is preferred.
• Experience using AI-enabled productivity tools (such as Microsoft Copilot, ChatGPT, or similar technologies) to improve efficiency, organize work, draft content, conduct research, or streamline workflows.
• Strong analytical, critical thinking, and problem-solving skills, with the ability to identify process improvements and implement practical solutions.
• Ability to build effective working relationships across departments while coordinating multiple projects and stakeholders.

Benefits

• Competitive salaries
• Comprehensive benefits
• Flexible scheduling
• Professional development opportunities