Executive Operations Coordinator

Job Details: Job Location: Universe

• Jurupa Valley, CA, Position Type: Full Time, Salary Range: $25.00 - $28.00Hourly, Travel Percentage: Up to 25%, Job Shift: Day, The Executive Operations Coordinator provides administrative, reporting, and project coordination support to the Chief Financial Officer, President/CEO, and executive leadership team. The position reports directly to the Chief Financial Officer and supports the President/CEO through a dotted-line relationship. This role serves as a central point of coordination for executive initiatives, departmental reporting, key performance indicators (KPIs), board meeting administration, operational information, business travel processes, corporate materials, and other cross-functional activities. The position does not directly manage the departments or functions it supports. Instead, it helps establish and maintain processes for gathering information, documenting commitments, tracking deadlines, following up on outstanding items, and escalating gaps when appropriate. The successful candidate will be highly organized, proactive, resourceful, and comfortable working across multiple departments and levels of the organization. This role requires strong follow-through, sound judgment, discretion, and the professional confidence to request information, communicate missed deadlines, and help prevent commitments from falling through the cracks. Job Expectations: Executive & Leadership Support
• Provide administrative and project coordination support to the Chief Financial Officer and President/CEO.
• Coordinate executive and leadership meetings, including schedules, agendas, presentation materials, meeting logistics, and follow-up.
• Maintain executive action-item lists and follow up with responsible parties regarding outstanding commitments, deliverables, and deadlines.
• Assist with executive presentations, correspondence, reports, special projects, and company-wide initiatives.
• Maintain confidential executive records and information with a high degree of discretion.
• Coordinate executive travel arrangements and related administrative requirements as needed. KPI, Scorecard & Business Reporting
• Coordinate the collection of recurring KPI and business performance information from departments and operating facilities.
• Maintain executive scorecards, trackers, dashboards, and other reporting tools.
• Follow up with department and facility leaders regarding missing, incomplete, or overdue information.
• Track reporting deadlines and communicate outstanding requirements to the appropriate stakeholders.
• Organize information received from multiple departments into clear and concise executive-level summaries.
• Identify reporting gaps, missed deadlines, and unresolved items for appropriate escalation.
• Assist in improving the consistency, organization, and timeliness of departmental reporting processes. Project & Initiative Coordination
• Maintain trackers for key projects, organizational initiatives, and executive priorities.
• Track project milestones, responsible owners, deliverables, due dates, and completion status.
• Follow up on open action items to help ensure commitments are completed timely.
• Coordinate information and activities across departments when initiatives involve multiple functional areas.
• Assist leadership in developing consistent processes for project reporting and accountability.
• Support special projects and other business initiatives as assigned. Board Meeting Support
• Work under the direction of the Corporate Secretary in supporting board meeting administration and logistics.
• Coordinate board meeting schedules, meeting space, technology, meals, and other logistical requirements.
• Assist with the collection, preparation, organization, and timely distribution of board presentations and meeting materials.
• Serve as meeting scribe and prepare draft meeting minutes for review and approval by the Corporate Secretary.
• Maintain organized board records and supporting documentation.
• Track board action items and follow-up requests as directed by the Corporate Secretary. Operational & Corporate Administration
• Coordinate and maintain information, records, and reporting relating to company facilities, operational equipment, technology, and other corporate assets.
• Maintain or coordinate tracking of forklift and powered industrial truck (PIT) meter hours, utilization, certifications, and related documentation.
• Maintain or coordinate tracking of company cell phone assignments, computer and laptop issuance, technology hardware, equipment, and other asset records.
• Coordinate facility reporting, operational data, training records, certifications, and other recurring administrative requirements.
• Work with responsible departments to maintain accurate and current information and to establish consistent reporting processes where needed. Sales Travel & Administrative Process Coordination
• Support the development and administration of consistent business travel processes for the executive and sales teams.
• Coordinate executive travel arrangements as needed; the role is not responsible for arranging all sales travel.
• Maintain reporting and tracking related to travel plans, approvals, required documentation, and adherence to established processes.
• Follow up regarding outstanding travel information or documentation and identify exceptions for appropriate escalation.
• Maintain scorecards or trackers that provide leadership visibility into compliance with established travel processes. Marketing & Corporate Materials
• Organize and maintain company marketing collateral, corporate presentations, templates, and related materials.
• Help ensure employees have access to current, approved versions of corporate materials.
• Coordinate updates to presentations and other materials and maintain appropriate document version control.
• Maintain organized electronic files and assist with presentations, customer visits, special events, and other corporate activities as required. Communication & Follow-Through
• Maintain clear, timely, and professional communication with executives, managers, employees, board members, customers, and vendors.
• Professionally follow up when information, reporting, approvals, or deliverables are not received by established deadlines.
• Identify unresolved issues and escalate them through the appropriate reporting line when repeated follow-up does not produce results.
• Exercise discretion, diplomacy, good judgment, and appropriate urgency in all communications. The duties and responsibilities described above may provide only a partial description of this position. This is not an exhaustive list of all aspects of the job. Other duties and responsibilities not outlined in this document may be added as necessary or desirable, with or without notice.

Qualifications

Knowledge, Skills and Abilities:

• Exceptional organizational, prioritization, time-management, and follow-through skills.
• Demonstrated initiative and a strong sense of ownership for assignments and outcomes.
• Ability to manage multiple concurrent priorities, deadlines, requests, and stakeholders in a fast-paced environment.
• Ability to create and maintain trackers, schedules, records, scorecards, reports, and organized electronic files.
• Professional confidence to follow up with employees and leaders at all levels regarding deadlines and required information.
• Ability to be persistent and direct while remaining professional, diplomatic, and respectful.
• Strong written, verbal, and interpersonal communication skills.
• Ability to take accurate meeting notes and clearly document decisions, commitments, action items, responsible owners, and deadlines.
• Ability to organize information from multiple sources into clear reports and executive summaries.
• Ability to identify missing information, inconsistencies, overdue items, and potential issues and ask appropriate questions.
• Strong problem-solving skills, resourcefulness, intellectual curiosity, and willingness to learn unfamiliar business processes.
• Ability to work independently while maintaining effective collaboration with executive leadership and cross-functional departments.
• Demonstrates professionalism, integrity, discretion, confidentiality, adaptability, and sound judgment. Technology & Equipment Knowledge Required or preferred experience with:
• Microsoft Office Suite, including Excel, Word, PowerPoint, Outlook, and Teams.
• Microsoft SharePoint, Planner, Power BI, or other project-management and business-reporting tools, preferred.
• Enterprise Resource Planning (ERP), Warehouse Management Systems (WMS), asset-tracking systems, or other business applications, preferred.
• Ability to learn and effectively use new software, reporting tools, and technology platforms.
• Intermediate Excel skills, including formulas, filtering, sorting, data organization, and preparation of recurring reports, preferred. Experience Requirements:
• Prior experience in administrative support, executive support, business operations, project coordination, financial services, logistics, distribution, hospitality, or another deadline-driven environment is preferred.
• Experience supporting senior leadership or coordinating work across multiple departments is beneficial but not required.
• Experience preparing reports, presentations, meeting materials, trackers, or other business documentation is preferred.
• Experience with board or executive meeting support is preferred but not required.
• Experience in a multi-site organization, warehouse, distribution, logistics, manufacturing, or 3PL environment is helpful but not required.
• Equivalent combinations of education, training, professional experience, and demonstrated capabilities will be considered.

Education

An associate's or bachelor's degree in Business Administration, Operations, Communications, Finance, Project Management, or a related field is preferred but not required. Equivalent combinations of education, training, certifications, and relevant work experience may be considered. Judgment/Reasoning Ability: The Executive Operations Coordinator must demonstrate sound judgment, discretion, and practical business reasoning.

The position requires the ability to:

• Prioritize competing requests and deadlines based on urgency, importance, and executive direction.
• Recognize incomplete, inconsistent, or overdue information and determine the appropriate follow-up.
• Identify situations requiring escalation to the Chief Financial Officer, President/CEO, Corporate Secretary, or other appropriate leader.
• Maintain composure and professionalism when managing deadline pressure or sensitive matters.
• Exercise discretion when handling confidential employee, board, customer, financial, operational, and business information.
• Make decisions consistent with company policies, established processes, business objectives, and executive direction. Physical Demands:
• Sitting: Regularly required for computer work, meetings, reporting, scheduling, and other administrative duties.
• Standing/walking: Occasional to frequent movement through offices and warehouse environments to coordinate meetings, gather information, or support company activities.
• Lifting/carrying: Occasional lifting or carrying of office materials, meeting supplies, presentation materials, or equipment, generally up to 25 pounds.
• Driving/travel: Occasional local travel between company facilities, meeting locations, or vendor sites may be required. Must maintain valid drivers license, proof of insurance and clean motor vehicle report at all time throughout employment.
• Work environment: Primarily an office environment with periodic exposure to warehouse conditions, including noise, temperature variation, dust, moving equipment, loading docks, and vehicle traffic.
• PPE: May be required when entering operational areas, including safety shoes, a high-visibility vest, hearing protection, safety glasses, or other site-specific PPE.
• Schedule: May occasionally require early mornings, evenings, or schedule flexibility to support executive, board, travel, or special-event requirements.