Executive Operations Coordinator

Executive Operations Coordinator/Manager

We are seeking a highly organized, proactive, and detail-oriented Executive Operations Coordinator/Manager to support executive leadership, manage administrative and operational functions, and help drive the success of internal projects and initiatives. This role combines administrative assistant, executive assistant, project coordinator, and operations management responsibilities, making it a critical right-hand partner to leadership.

Key responsibilities include:

Executive & Administrative Support

• Provide high-level administrative support to executive leadership, including calendar management, travel coordination, expense report management, and email correspondence.
• Organize and manage internal and external meetings, conferences, and events, including agenda development and follow-ups.
• Draft communications, memos, and presentation materials on behalf of leadership.

Project & Operations Coordination

• Coordinate and manage internal projects, ensuring deadlines are met and stakeholders are aligned.
• Assist in tracking progress of key initiatives and report on project status regularly.
• Collaborate with cross-functional teams and follow up on assigned tasks.
• Provide support to other key activities and/or projects as needed.

Team Liaison & Support

• Serve as a point of contact between executive leadership and direct reports.
• Help coordinate team priorities, streamline communication, and maintain accountability.
• Facilitate effective team meetings, prepare agendas, and capture action items.
• Schedule townhall meetings, employee communication meetings, 1:1 meetings, and other communication activities.

Reporting & Analysis

• Compile, generate, and format regular reports and dashboards for executive review.
• Generate memos, communication materials, and help with other needs.
• Maintain and improve internal documentation and tracking systems.
• Assist with data collection and presentation preparation.

Event & Conference Management

• Plan and manage logistics for conferences, meetings, and strategic sessions.
• Develop conference agendas and coordinate topics, speakers, and materials.

Qualifications include:

• 5+ years in administrative, executive assistant, project coordination, or operations roles.
• Exceptional organizational and multitasking skills.
• Excellent written and verbal communication.
• Strong proficiency in tools like Microsoft Office, Google Workspace, Asana/Trello, Slack, Zoom, etc.
• Self-starter with a proactive mindset and the ability to manage up and down.
• Ability to work independently while maintaining high levels of confidentiality and professionalism.

Nice to have:

• Experience working in a fast-paced, startup, or entrepreneurial environment.
• Background in event planning or conference coordination.
• Familiarity with reporting or basic analytics tools (e.g., Excel, Tableau, Airtable).

EO/AA Employer: Minorities/Females/Veterans/Disability/Sexual Orientation/Gender Identity

Fresenius Medical Care North America maintains a drug-free workplace in accordance with applicable federal and state laws.