Job Description
Executive Operations Coordinator to the Chief Executive Officer
Location: Hybrid, Arlington, Virginia (3 Days In-Office Required)
Position Summary
The Executive Operations Coordinator (EOC) to the Chief Executive Officer provides high-level administrative, organizational, and coordination support to ensure the CEO can focus on strategic priorities and external engagement. This role requires exceptional communication skills, strong attention to detail, and the ability to manage multiple priorities with discretion and professionalism. The ideal candidate is a proactive self-starter who anticipates needs, exercises sound judgment, and thrives in a fast-paced executive environment.
The role manages communications with staff and key internal and external stakeholders; coordinates day-to-day executive operations; plans and executes complex meetings, travel arrangements, and logistics; assists with the development of high-quality materials, including presentations, spreadsheets, and written correspondence, and ensures the accurate and timely flow of information to and from the President’s Office.
The Executive Operations Coordinator (EOC) represents the President & CEO with a high degree of professionalism and is expected to operate with autonomy, exercising independent judgement and discretion, problem solving ability, and exceptional attention to detail in the execution of all responsibilities. This position requires consistent on-site presence three days per week at the Arlington, VA office to support meetings, scheduling and real time coordination.
Key Responsibilities
Calendar and Schedule Management (LOE 20%)
- Proactively manage and optimize the CEO’s complex calendar, including internal meetings, external engagements, and board-related activities.
- Prioritize and resolve scheduling conflicts by exercising independent judgment and understanding business priorities.
- Prepare daily and weekly schedule overviews to ensure the CEO is well-prepared for upcoming commitments.
- Coordinate meeting logistics, including room reservations, virtual meeting links, materials preparation, and attendee confirmations.
Travel Coordination (LOE 15%)
- Through Winrock’s travel platform, arrange domestic and international travel for the CEO and the executive team, including flights, accommodations, ground transportation, and itineraries.
- Ensure travel plans are efficient, cost-effective, and aligned with the CEO’s preferences.
- Prepare detailed travel itineraries and proactively manage changes, delays, or last-minute adjustments as needed.
Meeting and Communication Support (LOE 20%)
- Support preparation for meetings including board meetings by coordinating agendas, compiling materials, and tracking follow-up items.
- Serve as a point of contact between the CEO and internal and external stakeholders, maintaining professionalism and confidentiality at all times.
- Draft, proofread, and format correspondence, presentations, and briefing documents as requested.
- Facilitate communication flow to ensure timely responses and appropriate escalation when needed.
Expense Management and Administrative Tasks (LOE 20%)
- Prepare, review, and submit the CEO and executive team expense reports accurately and on time, ensuring compliance with company policies.
- Track receipts, reconcile expenses, and resolve discrepancies independently.
- Maintain organized digital and physical filing systems for executive records, correspondence, and reference materials.
Operational and Strategic Support (LOE 20%)
- Anticipate the CEO’s needs and proactively address administrative or logistical challenges before they escalate.
- Provide ad hoc administrative support related to special projects, events, or executive initiatives including facilities and ICT.
- Partner closely with other support units, leadership team members, and departments to ensure alignment and efficiency.
Arlington Office Management Support (LOE 5%)
- Oversee day‑to‑day office operations, ensuring facilities, supplies, and administrative systems run efficiently and without disruption.
- Ensure everything in the common areas is clean and tidy in combination with the cleaning crew.
- Serve as one of the central points of contacts for the office, handling communications, visitors, and inquiries with professionalism and discretion.
- Manage incoming and outgoing mail, packaging and deliveries, including sorting, prioritizing, scanning, and ensuring timely distribution to appropriate staff.
- Assist with planning and coordinating special events and monthly office luncheons, including logistics, vendors, and onsite support.
- Other duties as assigned site support.
Required Qualifications
Education
- Bachelor’s degree in business administration, communications, public administration, or a related field required, or an equivalent combination of education and relevant professional experience.
Experience
- Minimum of 3-5 years of progressively responsible experience providing executive‑level administrative or operational support to senior leadership.
- Demonstrated experience supporting a C‑suite executive or equivalent senior leader in a complex, fast‑paced organization.
- Experience managing complex calendars, travel logistics, and executive communications with a high degree of professionalism and discretion.
- Experience working with multiple stakeholders, including senior leaders, board members, and external partners, required.
- Project management experience highly preferred.
Skills & Competencies
Exceptional written and verbal communication skills, with the ability to draft, edit, and format executive‑level correspondence and materials.
Strong organizational and time‑management skills, with the ability to manage competing priorities and deadlines independently.
Demonstrated professional judgment, problem‑solving ability, and attention to detail.
High degree of discretion and ability to handle sensitive and confidential information with integrity.
Proactive, self‑directed work style with the ability to anticipate needs and take initiative.
Strong interpersonal skills and ability to collaborate effectively across teams and functions.
Be able to lift up to 15 lbs.
Computer / Technical Skills
- Advanced proficiency with Microsoft Office productivity tools, including Outlook (complex calendar and inbox management), Word, Excel, PowerPoint, document preparation, and expense reporting systems.
- Strong capability working in collaborative digital environments, including shared calendars, virtual meeting platforms, and cloud‑based document collaboration tools.
- Experience with enterprise financial and travel systems such as Costpoint and/or Concur preferred.
Work Environment and Expectations
- Hybrid role with a requirement to be in the Arlington, Virginia office three days per week to support executive operations and in-person meetings.
- Fast-paced, deadline-driven environment requiring flexibility and responsiveness.
- Occasional extended hours may be required to support executive travel, meetings, or urgent matters.
Key Competencies
- Professional judgment and decision-making
- Strong organizational and time-management skills
- Attention to detail and follow-through
- Adaptability and problem-solving
- Discretion and confidentiality
- Collaborative and service-oriented mindset
The salary range for this position is $65,000 - $75,000, commensurate with experience and qualifications. Winrock offers a comprehensive benefits package.
Winrock is an equal opportunity employer committed to providing equal employment opportunity for all people. All qualified applicants receive consideration for employment regardless of race, color, religion, sex, gender, national origin, age, disability or any other basis protected by law.
At Winrock we have a clear mission: Empower the disadvantaged, increase economic opportunity and sustain natural resources through unwavering dedication to accountability, equity, innovation, integrity and transformation.
