Executive Operations Coordinator

Description

Sunny Glen Children's Home Job Description

Job Title: Executive Operations Coordinator

Department: Administrative

Supervisor: Chief Executive Officer

FLSA Status: Non-Exempt

Travel: Up to 50%

Prepared by: Human Resources Department

Summary

The Executive Operations Coordinator provides high-level operational, administrative, and project coordination support to the Chief Executive Officer and executive leadership at Sunny Glen Children’s Home. This role serves as a central point of coordination for leadership priorities, initiative tracking, process improvement, and executive workflow management.

The position requires exceptional organization, strong judgment, and the ability to manage multiple priorities with minimal supervision. The Executive Operations Coordinator is proactive, detail-oriented, and capable of anticipating leadership needs while maintaining strict confidentiality. This individual plays a key role in supporting organizational initiatives, tracking action items, coordinating executive projects, and strengthening internal communication and operational efficiency.

The ideal candidate is tech-savvy, adaptable, and takes initiative. Flexible hours are required, with the ability to adjust the schedule based on business needs.

Key Responsibilities

Executive & Administrative Support

Provide direct administrative and operational support to the CEO and executive leadership
Manage calendars, schedules, meetings, and follow-ups
Organize documents, records, and digital files with accuracy and confidentiality
Handle sensitive information with professionalism and discretion
Prepare weekly and monthly reports for the CEO on key operational metrics and KPIs
Track action items from leadership meetings and ensure accountability loops close

Technology & Systems Coordination

Support CRM management and data integrity across organizational platforms and donor management systems
Assist with AI-powered workflow tools and automation platforms as directed by leadership
Coordinate with IT on system access, onboarding tech setup, and troubleshooting basic issues
Maintain and update digital dashboards, trackers, and reporting tools

Strategic Operations Support

Support the EOS process including preparation for L10 meetings, quarterly rocks tracking, and scorecard updates
Maintain and distribute the V/TO (Vision/Traction Organizer) and accountability chart updates
Track Issues List items and ensure follow-through on To-Dos between meetings
Assist in preparing materials for quarterly and annual planning sessions

Project & Task Management

Manage and maintain Asana workspaces including task creation, assignments, due dates, and status updates
Monitor project timelines and flag delays or bottlenecks to leadership proactively
Create and maintain standard operating procedures (SOPs) for recurring workflows
Support cross-departmental coordination on organizational initiatives
Identify inefficiencies and recommend process improvements

Board & Stakeholder Support

Assist with preparation of board meeting packets, agendas, and minutes
Coordinate logistics for board meetings, committee meetings, and donor events
Maintain board member contact information and term tracking
Support grant reporting timelines and document assembly as needed

Fund Development & Communications Support

Coordinate donor acknowledgment letters and gift tracking in partnership with Fund Development
Assist with event logistics for fundraising campaigns and community engagement activities
Support light content creation for social media, newsletters, or internal communications
Maintain media and brand asset files

People & Culture Support

Assist HR with onboarding logistics including document preparation and scheduling
Help coordinate staff appreciation events, trainings, and internal communications
Track certification renewals, training completions, and compliance deadlines

Reporting & Accountability

Prepare weekly and monthly reports for the CEO on key operational metrics
Track departmental deliverables and follow up with department heads on outstanding items
Maintain a running action item log from leadership meetings and ensure accountability loops close
Coordinate tasks, projects, and deadlines using tools such as Asana and EOS

Required Skills & Experience

Strong organizational and time-management skills
Excellent written and verbal communication skills
Experience using Microsoft Office (Word, Excel, Outlook, PowerPoint)
Experience using Google Workspace (Docs, Sheets, Drive, Calendar)
Asana or similar project management tools familiarity preferred
EOS (Entrepreneurial Operating System) familiarity preferred
Experience with or willingness to learn CRM platforms and AI-assisted workflows
Social media platforms (basic working knowledge)