Overview
The Executive Coordinator to the Operations Leadership Team provides high-level administrative and project support to ensure the smooth operation of the division. This role manages complex scheduling, travel, and communications while serving as a trusted liaison between executives, staff, and external partners. With strong organizational skills and attention to detail, the coordinator anticipates needs, supports key initiatives, and drives efficiency across the team.
Responsibilities
As the Executive Coordinator to the Operations leadership team, you’ll play a critical role in ensuring the smooth functioning of the Operations division. This role requires a meticulous individual with strong organizational and communication skills, a high level of discretion, and the ability to manage multiple tasks in a fast-paced environment. You\'ll work closely with senior leaders, support cross-functional initiatives, and be a key contributor to the overall success of the team.
Administrative Support
- Schedule and manage appointments, meetings, and events for the executive.
- Coordinate travel arrangements, including itineraries, accommodations, and expense reports.
- Act as a gatekeeper for phone calls, emails, and other forms of communication.
- Prepare and edit documents, letters, reports, and other correspondence.
- Manage the executive\'s calendar, ensuring optimal use of time and prioritization.
- Attend meetings, take minutes, and provide follow-up summaries or action items.
- Maintain organized filing systems for both physical and digital documents.
- Handle office logistics, including ordering supplies and managing office equipment.
Communication and Relationship Management
- Interface with internal and external stakeholders, including clients, partners, and team members.
- Build and maintain positive relationships on behalf of the executive.
- Serve as a liaison between the executive and various stakeholders.
- Ensure clear and timely communication on behalf of the executive.
- Draft, proofread, and edit documents to maintain a professional image.
- Handle sensitive information with discretion and confidentiality.
- Act as a point of contact for inquiries and information requests.
- Foster a positive and collaborative work environment.
Project Assistance and Problem Solving
- Support the executive in various projects by conducting research and gathering data.
- Prepare materials and presentations for meetings and projects.
- Anticipate and address challenges or conflicts proactively.
- Provide solutions to issues that may arise in the executive\'s day-to-day responsibilities.
- Identify opportunities to enhance efficiency and streamline processes.
- Collaborate with other team members to facilitate project milestones.
- Stay informed about industry trends and best practices.
- Contribute to continuous improvement by suggesting enhancements to existing processes.
Education, Knowledge, And Experience
- High School Degree required.
- 5+ years of experience as an Executive Assistant or in a similar high-level administrative role.
- Strong organizational, multitasking, and time-management skills.
- Excellent written and verbal communication skills.
- Proficient in using office productivity software and tools.
- Discretion and confidentiality in handling sensitive information.
- Adaptability and ability to work in a fast-paced environment.
FLSA Status
Non Exempt
Additional Information
- Location: Ada
- Department: 9372 Lawyer Services
- Time Type: Full time
Commitment to Equal Opportunity
PPLSI conforms to all the laws, statutes, and regulations concerning equal employment opportunities. We strongly encourage women, minorities, individuals with disabilities and veterans to apply to all of our job openings. We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity, national origin, status as a protected veteran, and basis of disability or any other federal, state or local protected class. We prohibit retaliation against individuals who bring forth any concerns, orally or in writing, to the employer or the government, or against any individuals who assist or participate in the investigation of any concerns or otherwise oppose discrimination.