Executive Operations Coordinator

Full-time | On-site | Chino, CA

About the role

Emblem is a growing commercial furniture manufacturer specializing in custom upholstered banquettes, booths, modular seating, and lounge furniture for commercial spaces. We are seeking a highly capable, organized, and tech-savvy Executive Operations Coordinator to work directly with our two co-founders, helping us operate more effectively as we grow.

This unique role combines executive support, business operations, systems and process improvement, and coordination of internal company initiatives. You’ll be equally comfortable scheduling meetings, building reports, implementing new software, drafting SOPs, or turning conversations about company priorities into organized plans with clear owners and deadlines. We need someone who doesn’t just complete tasks but also notices gaps, sees opportunities for improvement, and takes initiative to solve them.

This position offers broad exposure to the business and significant growth opportunities. For the right person, the role will evolve toward greater responsibility over time.

Responsibilities

Executive & Administrative Support

• Provide direct administrative and operational support to Emblem’s two co-founders
• Manage calendars, schedule meetings and calls, and coordinate follow-up
• Monitor executive email, flag items requiring attention, and ensure important communication isn’t missed
• Draft and respond to routine correspondence when appropriate
• Research vendors, sales representatives, software, business opportunities, and other topics as needed
• Organize meetings, prepare materials, and track open items and next steps
• Handle day-to-day administrative needs and troubleshoot office and technology issues

Internal Projects & Follow-Through

• Translate founder priorities into clear internal project briefs, action plans, or timelines
• Identify project goals, owners, deadlines, milestones, and follow-up points
• Coordinate kickoff and follow-up meetings
• Track agreed-upon next steps and ensure internal priorities progress
• Prompt leadership and project owners when deadlines or reviews approach
• Prepare simple status updates and identify stalled initiatives

You won’t necessarily complete every project yourself—your role is to create clarity, organization, and accountability around the work.

Systems, Processes & SOPs

• Identify recurring processes that should be documented or standardized
• Draft and maintain SOPs, checklists, templates, and internal documentation
• Organize company procedures and resources for easy employee access
• Identify inefficient or manual processes and recommend improvements
• Implement new systems and workflows
• Look for automation opportunities to reduce repetitive work
• Learn how different parts of Emblem operate and connect information across the company

Sales, Rep & Business Support

• Develop strong working relationships with Emblem’s independent sales representatives
• Coordinate recurring rep calls, meetings, materials, and follow-up
• Prepare monthly sales commission reports
• Maintain rep contact information, territories, and sales resources
• Research potential representatives and markets as requested
• Route sales inquiries and quote requests to the appropriate team member
• Support Pre-Production and Client Services teams with administrative tracking
• Ensure requests have clear ownership and don’t fall through the cracks

Technology, Reporting & Company Materials

• Maintain and improve information in Airtable, CRM systems, spreadsheets, and other platforms
• Create trackers, reports, templates, and simple dashboards
• Assist with employee setup in Outlook, Microsoft 365, Slack, and other systems
• Troubleshoot basic technology issues and coordinate outside support
• Update price lists, presentations, and sales materials
• Assist with Canva, social media posting, and light marketing coordination
• Explore AI, automation, and other technologies to improve productivity

Requirements

• Extremely organized, proactive, and dependable
• Comfortable managing multiple priorities and following through consistently
• Tech-savvy and confident learning new software
• Strong Excel skills and comfort working with reports and data
• Systems thinker who enjoys improving workflows
• Able to turn conversations or ideas into organized plans
• Comfortable writing SOPs, procedures, project briefs, and internal documentation
• Excellent written and verbal communication skills
• Comfortable communicating with executives, employees, clients, vendors, and sales representatives
• Resourceful and willing to research unfamiliar problems
• Able to work independently without detailed instructions for every task
• Comfortable respectfully following up with busy people and keeping priorities visible
• Curious about how a business works and interested in understanding the company as a whole
• Discreet and trustworthy with confidential business and employee information

College degree preferred, or equivalent professional experience.

Skills

Experience with the following is helpful but not required:

• Microsoft Excel
• Outlook and Microsoft 365
• Airtable
• Method:CRM or other CRM platforms
• Canva
• QuickBooks
• Slack
• Project or task-management platforms
• Social media platforms and scheduling tools
• ChatGPT and other AI tools
• Workflow automation and productivity software

You don’t need to know every platform we use—we value your ability to learn new technology quickly and use it thoughtfully.

About the Right Fit

This role is ideal for someone who enjoys being at the center of a growing business and likes both details and the bigger picture. You may currently be an Executive Assistant, Operations Coordinator, Business Operations Associate, Project Coordinator, Office Manager, Founder’s Associate, or in a similar role.

What matters is that you’re the kind of person who sees a loose end and wants to tie it up. You like creating order, enjoy learning how things work, and don’t mind switching between tasks like spreadsheets, executive calendars, systems problems, rep calls, and internal projects in the same day.

Initially, this position includes hands-on executive and administrative support. As Emblem grows, a highly capable person will have the opportunity to take on increasing responsibility for internal initiatives, executive priorities, cross-functional coordination, and company operations.

We’re looking for someone who wants to grow with the business and become an increasingly trusted partner to our founders and leadership team.