Executive Operations Coordinator

• Review, analyze, and prioritize executive email correspondence daily, creating concise summaries of key discussions and action items 

• Draft comprehensive briefing documents highlighting critical information, deadlines, and required responses 

• Maintain a tracking system for time-sensitive communications and follow-up items 

• Manage complex calendar scheduling, including coordinating meetings across multiple time zones 

• Make travel arrangements including flights, hotels, transportation, and detailed itineraries 

• Process expense reports and maintain accurate receipt documentation 

• Order office supplies and manage vendor relationships 

• Coordinate catering for meetings and company events 

• Maintain filing systems for both digital and physical documents 

• Answer and screen phone calls, directing them appropriately 

• Monitor and track progress of executive initiatives, providing regular status updates 

• Identify potential roadblocks and propose solutions to maintain project momentum 

• Facilitate cross-departmental collaboration by coordinating with key stakeholders 

• Schedule and coordinate board meetings, leadership meetings, and team events 

• Prepare meeting materials, including agendas, presentations, and handouts 

• Take detailed minutes and distribute action items 

• Arrange meeting logistics including room reservations and video conferencing setup 

• Create and edit professional correspondence, presentations, and reports 

• Develop and maintain systems for organizing critical business information 

• Manage confidential information with absolute discretion 

• Maintain executive's signature and approval records 

• Expert level proficiency in calendar management and scheduling 

• Excellent organizational and time management skills 

• Strong interpersonal skills and professional demeanor 

• Ability to work independently and exercise good judgment 

• Proficiency in travel booking and expense management systems 

• Advanced knowledge of office management practices and procedures 

Tungsten Automation is an Equal Opportunity Employer M/F/D/V

While the job description describes what is anticipated as the requirements of the position, the job requirements are subject to change based upon any changing needs and requirements of the business.

The base salary range for this role, across the US, is $67,117 - $114,099.  Your actual base pay within this range will be determined by your work location as well as skills, qualifications, experience, and relevant education/training. The range provided reflects only the base salary for the role and does not include benefits.