Executive Operations Coordinator

About the role

The Executive Operations Coordinator - Communications serves as the operational partner to the Chief Communications Officer (CCO), helping ensure projects, priorities, and workflows move efficiently across the Communications department.

Responsibilities

• Captures and tracks requests through the department's intake process, ensuring they are prioritized, assigned, and completed.
• Maintains the department's project portfolio, providing visibility into priorities, deadlines, dependencies, and workload.
• Proactively monitors project timelines and follows up with stakeholders to keep work moving and escalates potential delays.
• Maintains project documentation, templates, standard operating procedures, and workflow resources.
• Coordinates communications campaigns, publications, marketing initiatives, executive communications, and cross-functional projects from planning through completion.
• Maintains editorial calendars, production schedules, and publication timelines.
• Captures action items from project meetings and monitors follow-through.
• Supports vendor coordination and administrative aspects of external partnerships.
• Partners with the Chief Communications Officer by coordinating calendars, managing executive priorities, scheduling meetings, preparing materials, tracking approvals and follow-up items, and helping ensure strategic initiatives remain on schedule.
• Aids in department budgeting, purchasing, contracts, expense reporting, and administrative processes.
• Assists in preparing presentations, reports, and meeting materials for executive leadership and Board meetings.
• Administers communications and marketing technology platforms, including project management, CRM, content management, and collaboration tools.
• Supports implementation of AI-enabled workflows and process improvements that increase efficiency across the department.
• Identifies opportunities to streamline processes and improve collaboration across teams.
• Maintains department dashboards, reporting, and operational metrics.

Qualifications

• Bachelor's degree in communications, marketing, business, public relations, or a related field, or equivalent combination of education and experience.
• Three or more years of experience in communications, marketing operations, project coordination, executive support, business operations, or a related field.
• Excellent organizational and project coordination skills, with the ability to manage multiple priorities, maintain attention to detail, and meet competing deadlines in a fast-paced environment.
• Strong written and verbal communication skills, with the ability to communicate clearly and professionally across all levels of the organization.
• Demonstrated ability to work independently, exercise sound judgment, anticipate needs, and proactively solve problems.
• Proficiency with Microsoft Office 365, including Outlook, Word, Excel, PowerPoint, and Teams.
• Experience using project management, workflow, collaboration, or content management platforms (e.g., Monday.com, Asana, Smartsheet, Microsoft Planner, SharePoint, or similar).
• Experience working with CRM, marketing automation, or communications platforms like HubSpot or Mailchimp is preferred.
• Experience using AI-enabled productivity tools (such as Microsoft Copilot, ChatGPT, or similar technologies) to improve efficiency, organize work, draft content, conduct research, or streamline workflows.
• Ability to quickly evaluate and adopt emerging technologies in support of department operations.
• Strong analytical, critical thinking, and problem-solving skills, with the ability to identify process improvements and implement practical solutions.
• Ability to build effective working relationships across departments while coordinating multiple projects and stakeholders.

Benefits

NCBE offers competitive salaries, comprehensive benefits, flexible scheduling, and professional development opportunities. NCBE’s headquarters is based in Madison, Wisconsin, a dynamic community with exceptional amenities.