Executive Operations Coordinator

PFSbrands•Holts Summit, MO

About The Position

The Executive Operations Coordinator plays a critical role on the Executive Operations Team, providing high-impact administrative coordination and project support to ensure organizational priorities move forward efficiently. This role bridges tactical execution and strategic operations by supporting executive initiatives, coordinating cross-functional projects, and managing complex administrative workflows. The ideal candidate is highly organized, proactive, and comfortable working across all levels of the organization, from frontline team members to senior leadership.

Requirements

Bachelor’s degree in Business or a related field (required)
Strong organizational and time-management skills with the ability to manage competing priorities, high-volume coordination, and shifting demands
High attention to detail with consistent follow-through and accountability
Excellent written and verbal communication skills, with the ability to interact professionally across all levels of the organization
Professional judgment, discretion, and the proven ability to handle sensitive and confidential information appropriately
Proficiency with common business tools, including Microsoft Office and project management software such as Smartsheet or similar platforms
Strong problem-solving and critical-thinking skills with the ability to anticipate needs and proactively address issues
Adaptability and effectiveness in a fast-paced, executive-facing environment
Ability to work independently, maintain accuracy, and drive tasks to completion without repeated direction
Collaborative, service-oriented mindset paired with the ability to maintain accountability and follow-through across teams

Nice To Haves

Paralegal or experience working with legal documents is a plus
Experience supporting executives, senior leadership teams, or working in a mid-sized or growing organization is preferred

Responsibilities

Provide advanced administrative and operational support to executive leaders, including complex calendar coordination, meeting preparation, follow-ups, and documentation
Coordinate executive-level meetings and strategic sessions, ensuring agendas, materials, notes, and action items are prepared, documented, and tracked through completion without repeated reminders
Serve as a central point of contact between executives and internal teams, ensuring clear communication, timely follow-through, and proactive escalation when progress or clarity is at risk
Handle sensitive and confidential information with discretion, professionalism, and sound judgment
Track multiple concurrent projects by actively managing timelines, deliverables, dependencies, and ownership to ensure momentum is maintained
Maintain accurate and current project documentation, status updates, dashboards, and reporting to support visibility and accountability
Proactively follow up with stakeholders to ensure commitments and milestones are completed on time, escalating when progress stalls
Identify risks, delays, or gaps in execution early and escalate issues appropriately to avoid last-minute surprises
Assist with planning and execution of operational initiatives, process improvements, and cross-functional projects
Document, maintain, and improve executive and operational processes to support consistency, efficiency, and reliable execution
Maintain organized systems for files, reports, communications, and recurring workflows
Identify inefficiencies and recommend practical, implementable improvements to enhance operational effectiveness and scalability
Partner with leaders and teams across the organization to coordinate initiatives, gather information, and support execution
Support internal communications related to executive priorities, project updates, and operational initiatives
Maintain a professional, service-oriented approach while ensuring accountability and follow-through across teams without direct authority
Perform all other duties as assigned.