Executive Operations Coordinator

About the Role

The Executive Coordinator reports to the President and provides organized, reliable day-to-day support to the President, CTO, and shared leadership staff within a fast-paced healthcare-adjacent organization of approximately 100+ employees. This role supports executive logistics, recurring compliance tracking, vendor administration, leadership meetings, and operational workflows that help the executive team stay organized and effective. The role is designed for someone who brings sound judgment, follow-through, discretion, and comfort operating in a high-trust onsite environment.

Responsibilities

• Executive & Meeting Support
  • Maintain and proactively adjust calendars for the President and CTO, resolving scheduling conflicts and escalating priority decisions when needed.
  • Prepare materials, agendas, logistics, and follow-up tracking for recurring leadership meetings.
  • Draft and distribute clear, action-oriented meeting recaps within 24 hours when requested.
  • Track agreed follow-up items to closure and flag items at risk of missing deadlines.
  • Coordinate occasional travel, meals, company events, swag, and quarterly business update logistics.
• Vendor & Financial Administration
  • Monitor vendor performance and reliability against expected service levels and flag concerns to leadership.
  • Track and process monthly invoices and recurring distributions, ensuring accuracy and timely resolution of discrepancies.
  • Maintain organized, audit-ready vendor, invoice, and administrative records.
• Compliance Tracking (Vanta / SOC 2)
  • Learn the Vanta platform well enough to monitor assigned audit checkpoints, deadlines, and completion status.
  • Track outstanding SOC 2 audit items to completion by sending reminders, confirming status updates, and escalating overdue items.
  • Maintain the compliance tracking calendar and flag items at risk of missing deadlines to the CTO or designated compliance lead.

  Note: This role tracks audit-point completion; ownership of control design, evidence quality, and audit outcomes remains with the CTO or designated compliance lead.

• Office & Operations Leadership
  • Maintain SharePoint organization, filing standards, and records management for leadership documentation.
  • Support onboarding logistics, office layout and security processes, and cross-affiliate coordination.
  • Identify and recommend improvements to recurring administrative and operational workflows.

Skills

• Adaptable: Adjusts effectively when priorities shift and keeps work moving without losing accuracy.
• Organized: Maintains reliable systems for deadlines, records, follow-ups, and recurring workflows.
• Proactive: Flags risks, gaps, and next steps before being asked.
• Reliable: Maintains punctuality, follow-through, and consistent onsite presence.
• Resourceful: Solves logistics and process problems without requiring detailed instructions.
• Professional: Represents the President and CTO credibly in internal and external interactions.

Requirements

• 3+ years supporting senior leadership in an administrative, coordinator, or executive support capacity.
• Advanced proficiency across Microsoft 365, including Word, Excel, PowerPoint, Outlook, Teams, SharePoint, and OneNote.
• Experience tracking deadlines, deliverables, and follow-ups across multiple stakeholders with limited oversight.
• Experience with invoice tracking, vendor coordination, and administrative recordkeeping.
• Strong organizational skills with the ability to manage multiple recurring workflows accurately.
• Clear, professional written communication.
• Reliable onsite presence, punctuality, sound judgment, and comfort working in a fast-moving small-business environment.

Preferred Qualifications

• Prior exposure to compliance frameworks (SOC 2, HIPAA, or similar) or platforms such as Vanta or Drata.
• Experience supporting leadership across multiple affiliated business units or a shared-services model.
• Bachelor's degree or equivalent professional experience.

Physical Demands and Work Environment

• Prolonged periods of sitting at a desk and working on a computer.
• Prolonged periods of standing and bending.
• Frequently required to walk; use hands to finger, handle, or feel; and reach forward with hands and arms.
• Occasionally required to sit and stoop, kneel, or crouch.
• Must occasionally lift and/or move up to thirty pounds.