Operations Coordinator

About the role

We are hiring an Operations Coordinator who is equal parts executor, problem-solver, and team player. This is a hands-on role at the intersection of executive support, cross-functional coordination, vendor management, and day-to-day operations.

Responsibilities

• Own the executive's calendar end-to-end: internal 1:1s, leadership meetings, external calls, candidate interviews, board meetings, and partner meetings
• Learn quickly what is high-priority and what can wait — and push back gracefully when a meeting request doesn't meet the bar for their time
• Build breathing room into the day: buffers between back-to-back meetings and space to think between high-stakes calls
• Coordinate with EA counterparts at external organizations (investors, search firms, partners) to lock timing and logistics
• Book all travel: flights, hotels, ground transportation, and build detailed itineraries
• Monitor the executive's inbox, flag urgent items, and draft correspondence on their behalf
• Use AI tools actively to drive efficiency across communications, research, and preparation
• Serve as day-to-day point of contact with executive search firms for senior-level searches; coordinate candidate scheduling, debriefs, and communications
• Prepare and distribute agendas for leadership meetings; capture, track, and distribute action items
• Plan and execute in-person leadership offsites end-to-end: logistics, catering, team events
• Lead office buildouts in new markets: source and evaluate space options, negotiate terms, coordinate move-ins

Qualifications

• 2+ years in an executive assistant, operations, or business coordinator role, ideally supporting a senior leader in a fast-paced environment
• Exceptional organizational skills — able to manage multiple workstreams without dropping anything
• Strong written communication — able to draft a clean, professional email quickly
• Comfortable with ambiguity and shifting priorities
• Proficiency in Google Workspace (Gmail, Calendar, Docs, Sheets); experience with Asana, Slack, or similar tools is a plus
• Discretion and professionalism when handling sensitive information
• Flexibility to support evening/weekend needs as they arise, handled professionally

What You'll Do

Phase 1: Executive Support

• Own the executive's calendar end-to-end: internal 1:1s, leadership meetings, external calls, candidate interviews, board meetings, and partner meetings
• Learn quickly what is high-priority and what can wait — and push back gracefully when a meeting request doesn't meet the bar for their time
• Build breathing room into the day: buffers between back-to-back meetings and space to think between high-stakes calls
• Coordinate with EA counterparts at external organizations (investors, search firms, partners) to lock timing and logistics
• Book all travel: flights, hotels, ground transportation, and build detailed itineraries
• Monitor the executive's inbox, flag urgent items, and draft correspondence on their behalf
• Use AI tools actively to drive efficiency across communications, research, and preparation
• Serve as day-to-day point of contact with executive search firms for senior-level searches; coordinate candidate scheduling, debriefs, and communications
• Prepare and distribute agendas for leadership meetings; capture, track, and distribute action items
• Plan and execute in-person leadership offsites end-to-end: logistics, catering, team events
• Lead office buildouts in new markets: source and evaluate space options, negotiate terms, coordinate move-ins

Phase 2: Operations Coordinator

• Support cross-functional operational initiatives across markets and functions
• Coordinate with field, installations, partner success, and other teams on time-sensitive projects
• Help build and maintain operational processes that scale as Landing grows
• Track project details, follow-ups, owners, and timelines to make sure work does not stall
• Help identify process gaps, recurring issues, and areas where the team needs better visibility
• Support basic reporting, trackers, and operational updates for key initiatives
• Partner with team leaders to improve consistency, accountability, and execution across the business
• Take on special projects and problem-solving assignments as directed