Executive Operations Coordinator

The Executive Operations Coordinator provides centralized administrative, hospitality, and logistical support for the Executive Leadership Team (ELT) and executive offices. This role ensures the 8th floor executive environment is professional, organized, and meeting-ready while supporting daily operations, leadership meetings, and executive events. The position is designed as a shared executive support role, absorbing routine, operational, and interrupt-driven tasks to allow Executive Assistants to focus on higher-level executive, strategic, and confidential responsibilities.Position Specific Duties & ResponsibilitiesExecutive Office & Reception SupportServe as the primary point of contact for the 8th floor executive offices.Maintain a professional, welcoming, and organized executive office environment.Greet visitors and coordinate guest arrival for board members, community partners, and executive visitors as needed.Act as an initial routing point for administrative or logistical requests directed to the executive offices.Meeting, Event, and Hospitality CoordinationCoordinate catering for executive meetings, ELT meetings, leadership retreats, and executive events.Place catering orders, confirm delivery details, and assist with setup and breakdown.Prepare conference rooms and meeting spaces, including setup, materials placement, and hospitality readiness.Provide day-of meeting and event support to ensure smooth execution.Office Operations & Shared Space ManagementOversee readiness of shared executive spaces, including conference rooms, reception areas, and break areas.Monitor and maintain inventory of office and printer supplies, beverages, snacks, and hospitality items.Coordinate housekeeping or Facilities support to maintain executive offices and shared spaces.Proactively identify operational issues and coordinate resolution with appropriate teams.Administrative & Backup SupportProvide routine administrative and logistical backup support to Executive Assistants during high workload periods or absences.Assist with document preparation, copying, and assembling meeting materials as assigned.Support leadership retreats and recurring executive meetings in coordination with the CEO’s Executive Assistant.Scope of ResponsibilityThis position provides operational and logistical support to the executive offices. The role does not independently:Manage executive calendars or inboxesPrepare board governance materialsDraft confidential executive correspondenceExercise executive-level judgment or decision-making authorityQualificationsEDUCATION:Must be a high school graduate or have HS equivalentExperienceExperience in reception, administrative support, office operations, or hospitality-focused rolesStrong organizational skills and attention to detailProfessional communication and customer service skillsAbility to manage multiple tasks and shifting prioritiesPerformance CompetenciesCommunicationDecision MakingEngagementInitiative and AccountabilityInterpersonalLearningOrganizational AlignmentQuality of WorkKnowledge/Skills/AbilitiesAbility to maintain professionalism, discretion, and confidentiality in an executive environmentStrong interpersonal and collaboration skillsHigh reliability, responsiveness, and follow-throughAbility to work independently while coordinating closely with executive administrative staffOther InformationSAFETY SENSITIVE JOB CLASSIFICATION:This job is classified as a “safety-sensitive” position as defined by the Oklahoma Medical Marijuana and Patient Protection Act. Due to the “safety-sensitive” classification, an employee in this position would be subject to drug and alcohol testing, including random testing. Marijuana is one of the substances included in the drug panel screening. Possession of a medical marijuana license will not excuse you from the testing process or the consequences of testing positive for marijuana per the Family & Children’s Services Drug Free Workplace Policy, including possible revocation of a job offer or dismissal from employment.