Leadership Operations Coordinator

Who We Are

Buddha Jewelry exists to deliver light, beauty and excellence through all we do. We're a self‑funded, independently built company with real startup passion, intention, determination and a team that shows up every day with grit, curiosity, and genuine care for one another. We are more than a team, we are a passionate force for good, united by shared goals and an unstoppable drive to bring meaningful value to our clients around the world. Every team member has the opportunity to make a direct, positive impact – not just fill a role. Your ideas, decisions, and execution shape who we are, what we do, and how we do it.

Position Summary

The Leadership Operations Coordinator is a highly organized, proactive, and resourceful professional who supports the Leadership Team while owning key administrative processes across People Operations, office management, finance administration, and international business operations. The role spans the US, UK, and Europe, helping teams stay connected across locations, time zones, and priorities.

Essential Duties and Responsibilities

Leadership Team Operations and Coordination

• Provide administrative and coordination support to members of the Leadership Team, with particular focus on executive leadership.
• Manage calendars, scheduling, meeting logistics, and coordination across multiple leaders and time zones.
• Help coordinate Leadership Team meetings, company meetings, planning sessions, and other key operating rhythms.
• Support leaders in tracking commitments, follow‑ups, and action items, including maintaining Ninety.io To‑Dos.
• Assist with domestic and international travel planning, itineraries, meeting logistics, and related coordination as needed.
• Prepare agendas, materials, notes, and follow‑up communications for key meetings.
• Anticipate administrative needs and proactively identify opportunities to improve executive and Leadership Team effectiveness.

Global Team Coordination

• Connect US, UK, and European teams and leaders across time zones.
• Coordinate recurring meetings, planning sessions, All Hands meetings, and other opportunities that bring geographically distributed teams together.
• Support communication and information flow between leaders and teams in different locations.
• Create consistent operating rhythms and administrative practices as the international footprint grows.
• Coordinate logistics surrounding leadership travel and visits between US and international offices.
• Serve as a reliable point of connection when Leadership Team members are working internationally.

People Operations & HR Administration

• Coordinate job postings and support recruiting administration, including interview scheduling and candidate communications.
• Manage administrative onboarding and offboarding processes in partnership with hiring managers and external HR resources.
• Set up and maintain employee information within our HRIS and related systems.
• Coordinate new‑hire paperwork, system access, equipment, schedules, and first‑day logistics.
• Maintain accurate and organized employee documentation and administrative records.
• Help ensure a thoughtful, consistent employee experience from recruiting through onboarding and key milestones.
• Support internal events, employee communications, recognition, and culture initiatives as needed.

Office & Administrative Operations

• Ensure the Seattle office is organized, functional, welcoming, and well supported.
• Manage mail, deliveries, supplies, vendors, service providers, and general office needs.
• Maintain organized company records and administrative files.
• Track important company dates, renewals, registrations, subscriptions, licenses, contracts, and recurring administrative obligations.
• Develop and maintain an administrative calendar so important deadlines are anticipated.
• Coordinate meetings, visitors, company events, meals, and other office logistics.
• Identify opportunities to simplify and improve recurring administrative processes.

Finance & Accounting Administration

• Provide administrative support for select Finance and Accounting processes that remain internal to the company.
• Assist with invoice and document collection, expense administration, recordkeeping, and other recurring accounting support.
• Maintain organized documentation for financial, tax, insurance, banking, and audit‑related needs.
• Coordinate information and documentation between internal leaders and external accounting, tax, insurance, and other professional partners.
• Support recurring finance‑related deadlines and administrative processes as assigned by the COO/CFO.
• Handle sensitive financial and business information with a high degree of accuracy, discretion, and confidentiality.

Legal, Corporate & International Administration

• Serve as an administrative liaison with international attorneys, accountants, registered agents, and other professional service providers.
• Maintain an organized calendar of entity registrations, annual filings, renewals, compliance deadlines, and other corporate obligations.
• Coordinate signatures, documentation, filings, and information requests with internal stakeholders and external partners.
• Maintain organized corporate records across US and international entities.
• Help ensure important legal and corporate administrative matters continue moving forward without losing momentum.
• Support special projects related to international expansion and company operations as needed.

Qualifications, Skills, and Abilities

• 3+ years of experience in executive support, business operations, office management, people operations, project coordination, or a similarly broad administrative role.
• Exceptional organization and follow‑through with the ability to manage many small but important details without losing sight of larger priorities.
• Strong calendar management, scheduling, and coordination skills.
• Excellent written and verbal communication.
• High degree of discretion and sound judgment when handling confidential employee, financial, legal, and executive information.
• Comfortable working independently, identifying what needs attention, and moving work forward without waiting for detailed instructions.
• Ability to prioritize effectively in a growing environment where needs and priorities can change quickly.
• Strong technology aptitude and comfort learning new systems and workflows.
• Experience with HRIS, project management, collaboration, or accounting systems is helpful; platforms such as Ninety, NetSuite, Shopify, and Google Workspace are a plus.
• Comfortable coordinating across international teams and time zones.
• Service‑oriented mindset paired with confidence to follow up, ask questions, and hold others accountable for commitments.
• Genuine enthusiasm for making systems, teams, and workplaces work better.
• Background check required for employment.

You’ll Thrive Here If You…

• Remember the thing everyone else forgot.
• Love a good checklist but understand it exists to help people, not the other way around.
• See an unanswered email, approaching deadline, or dangling action item and instinctively want to close the loop.
• Can gracefully remind a senior leader that they still owe someone a deliverable.
• Are equally comfortable interacting with a new employee, a company founder, an accountant, or an international attorney.
• Enjoy creating structure where it doesn’t yet exist.
• Distinguish between something that is merely urgent and something that is actually important.
• Believe excellent operations should often feel invisible: things simply work.

Pay

$32 – $37 per hour (non‑exempt, full‑time)

Benefits

• Medical, vision, life, and dental insurance with a company contribution of $550 per month.
• SIMPLE IRA retirement plan with matching contribution up to 3%.
• Generous employee discount and annual anniversary gratuity.
• 7 paid holidays per year, commuter benefits, and other employee perks.

Additional Information

Location: Seattle, WA (reliable transportation to office required). Reports to: COO/CFO. Full‑time, non‑exempt position.

Physical Demands

Ability to remain stationary 50% or more of the time; move about the office to access equipment; operate a computer, scanner, copier, and printer; handle small non‑electronic resources; occasionally move equipment up to 50 lb; inspect and assess documents and office resources.