Executive Operations Associate

Madison, OH - USA

Monthly Salary: Not Disclosed

Posted on: 30+ days ago

Vacancies: 1 Vacancy

Job Summary

The Executive Operations Associate reporting directly to the CEO provides high-level administrative support to daily operations functions. This role is responsible for managing a wide range of tasks including document preparation travel arrangements scheduling internal and external meetings and ordering corporate supplies. Serving as a key point of contact the Executive Operations Associate interacts with a diverse group of stakeholders across all levels of the organization and with external visitors. This role requires strong independent judgment exceptional organizational skills and the ability to manage a challenging workload in a fast-paced environment.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Provides executive administrative support to the CEO as needed ensuring quality work products are provided consistently and all communications are professional.

Maintains CEOs appointment schedule by planning scheduling and organizing meetings national and international travel and attendance/participation at conferences as needed ensuring continuity and smooth operations.

Performs desktop publishing creating and developing visual presentations for the CEO to present professional and high-quality products.

Responsible for producing high-quality documents and materials by performing a variety of tasks including transcription formatting design data entry editing retrieval copying and transmission of text data and graphics. Ensure the accuracy consistency and clarity of all final outputs.

Coordinates and arranges logistics for Board of Advisors meetings and assists with creating agendas and compiling meeting materials.

Works in collaboration with Finance on administration tasks related the corporate accounts and payables.

Assists with the contract management activities of the organization to maintain accurate and organized files.

Plans organizes and coordinates internal and external events in collaboration with leadership ensuring all logistical details are managed effectively to support successful execution and positive participant experiences.

Coordinate monitor client and staff gifts for holidays and other occasions as needed.

Welcomes guests and clients by greeting them in person or on the telephone: answering or appropriately directing inquiries ensuring a professional and friendly environment.

OTHER DUTIES AND RESPONSIBILITIES

Support vendor relationship management and serve as a secondary point of contact.

Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; verifies receipt of supplies.

Serves as liaison with property management group ensuring operation of equipment by completing preventive maintenance requirements; follows manufacturers instructions; troubleshoots malfunctions; calls for repairs maintains equipment inventories; evaluates new equipment and techniques.

Oversight of the procurement inventory and lifecycle of all IT hardware and software assets. Ensures cost-effective purchasing aligned with organizational needs maintains vendor relationships and coordinates with IT and finance teams to support budgeting compliance and strategic planning. Oversees equipment deployment tracking and disposal to ensure operational efficiency.

Note that this position description is not designed to cover or contain a comprehensive listing of all activities duties or responsibilities that are in the performance of this job. Duties responsibilities and activities may change at any time with or without notice.

MINIMUM EDUCATION SKILLS AND EXPERIENCE REQUIRED

Associates degree along with at least 5 years of executive administrative support experience including direct support to C-suite executives.

Proven self-starter with the ability to proactively support executives in developing creative solutions that drive business results

Exceptional written and verbal communication skills with the ability to convey information clearly professionally and appropriately to diverse audiences

Strong technical proficiency with Microsoft 365 including advanced skills in Outlook PowerPoint Word Excel SharePoint and Teams

Expert-level experience with Adobe Acrobat for document creation editing and management

Demonstrated ability to work independently while maintaining accountability and delivering high-quality results

Strong interpersonal skills with the aptitude to build and sustain effective working relationships with internal teams and external partners

Highly organized and capable of managing multiple tasks and priorities under tight deadlines

Proven ability to manage and safeguard confidential and sensitive information.

Experience coordinating travel logistics managing supplies and supporting day-to-day operational needs in a fast-paced environment

COMPANY BENEFITS AND PERKS:

Great Corporate Culture and Team
Competitive Compensation
Nine (9) Paid Holidays
3 Weeks/Year PTO Accrual Rate at Start
Medical (both HMO and PPO Options) Dental and Vision - Employer paid 70%
Employer paid Long-term Disability Short-term Disability AD&D/Life Insurance - $10000
401k
Employee Assistance Program (EAP)

Required Experience: