Division Operations Coordinator

What will the employee do in this role?

Serve as a strategic partner to division leadership, providing high‑level administrative and operational support for the Senior Vice President, Vice President, and Deputy Director.

Manage complex calendars, frequent travel coordination, operational workflows, and budget oversight to ensure leaders can focus on driving business results.

Run the operating cadence of the leadership team by preparing executive‑level meeting agendas, capturing decisions and deliverables, owning action-item tracking, assigning ownership, and driving follow‑through across leadership teams and functional partners.

Act as the operational point of control and escalation for District leadership by leveraging deep knowledge of First Command’s organizational structure, business model, policies, procedures, and resources.

Own issue tracking, exception management, and resolution, aligning stakeholders around solutions, maintaining transparency into progress, and coordinating timely, effective communications with Home Office partners.

Lead continuous improvement efforts by driving the development, delivery, and adoption of standardized division operational frameworks, procedures, and processes that simplify complexity, leverage enterprise technological capabilities, enable decision-making and consistent execution, and promote accountability.

Closely partner with other Division Operations Coordinators across leadership teams, Advisor Ops department, and other functional areas to identify, research, design, document, communicate, and implement improvement opportunities that enhance effectiveness and efficiency.

Strengthen organizational accountability and visibility through the development and ownership of dashboards and documentation.

Track, analyze, and report on key divisional metrics, active issues, exceptions, projects, processes, and recurring workstreams to ensure alignment with enterprise standards and priorities and proactively surface risks or bottlenecks.

Plan and execute large‑scale division operations and events, including meetings, trainings, and workshops, often partnering across divisions.

Lead end‑to‑end execution by coordinating agendas, materials, communications, attendee tracking, technology, vendors, and post‑event follow‑up.

Deliver a seamless, white‑glove experience while measuring effectiveness through assessments and feedback.

Produce executive‑ready deliverables including presentations, operating summaries, dashboards, and communications that are accurate, well‑organized, visually polished, aligned with brand and department standards, and tailored for senior leaders, field leadership, and cross‑functional partners.

Own special projects and operational initiatives as assigned, with authority to coordinate across Division Operations and other teams, monitor progress, and escalate when needed to ensure outcomes.

What skills and qualifications does this employee need?

• Education
• A high school diploma required
• A bachelor’s degree preferred (equivalent work experience will be considered)
• Work Experience
• A minimum of 10+ years in a professional office setting (required)
• A minimum of 5+ years in an executive support role (strongly preferred)
• Required Knowledge, Skills And Abilities
• Excellent verbal and written communication skills, with the ability to build strong relationships through effective interpersonal, consultative, facilitative, and negotiation capabilities - particularly in support of issue resolution and cross‑functional coordination.
• Proven ability to collaborate and influence effectively across all levels of the organization, including senior leadership, district leaders, and Home Office partners, to drive alignment, decisions, and execution.
• Strong listening, analytical, and problem‑solving skills, with the ability to proactively identify operational friction, anticipate challenges, and recommend practical, scalable solutions - balancing speed, quality, and impact.
• Demonstrated sound judgment and discretion, with the ability to handle sensitive information, maintain a high level of confidentiality, and consistently model integrity and ethical behavior.
• Ability to operate independently with minimal direction while managing end‑to‑end processes, taking ownership for outcomes - not just tasks - while also contributing effectively as part of a leadership team in a fast‑paced environment.
• High degree of adaptability and time management discipline, with the capacity to prioritize competing demands, manage multiple workflows simultaneously, reallocate work appropriately, and pivot focus as business needs evolve.
• Strong commitment to service excellence and operational rigor, demonstrating proactivity, organization, accuracy, exceptional attention to detail, and the ability to bring structure to complex or ambiguous situations.
• Experience creating, managing, and distributing executive‑ready presentations, dashboards, and written communications, including synthesizing information for senior leaders and driving clarity around decisions, ownership, and next steps.
• Proficiency in planning, producing, and facilitating large‑scale virtual and hybrid meetings, including agenda management, participant coordination, technology enablement, and follow‑up execution using platforms such as Microsoft Teams, Zoom, or similar tools.
• Strong systems and operational proficiency, including: Microsoft 365 suite (Outlook, Excel, PowerPoint, Word, Teams, SharePoint, and Copilot) (required), Salesforce (reporting and issue‑tracking experience strongly preferred), SAP Concur Travel and Expense (strongly preferred), Microsoft PowerBI (preferred).