Executive Operations Coordinator – Communications

This is a fully remote position, open to applicants in Florida, +14 more states.

📋 Description

• Oversees the intake process for the Communications department, ensuring that requests are prioritized, assigned, and tracked until completion.

• Manages the department's project portfolio, offering transparency into priorities, deadlines, dependencies, and overall workload.

• Actively monitors project timelines and engages with stakeholders to maintain progress while addressing potential delays.

• Keeps project documentation, templates, standard operating procedures, and workflow resources up to date.

• Orchestrates communications campaigns, publications, marketing initiatives, executive communication, and cross-functional projects from inception to final delivery.

• Manages editorial calendars, production timelines, and publication schedules.

• Facilitates project meetings, documenting action items and ensuring follow-up actions are monitored.

• Assists with vendor coordination and the administrative aspects of external partnerships.

• Collaborates with the Chief Communications Officer by managing calendars, prioritizing executive tasks, scheduling meetings, preparing materials, tracking approvals, and ensuring strategic initiatives are on track.

• Aids in department budgeting, purchasing, contracts, expense reporting, and other administrative tasks.

• Assists in preparing presentations, reports, and materials for executive leadership and Board meetings.

• Manages communications and marketing technology platforms, which include project management, CRM, content management, and collaboration tools.

• Supports the implementation of AI-driven workflows and process enhancements to boost departmental efficiency.

• Identifies opportunities to refine processes and enhance collaboration among teams.

• Maintains departmental dashboards, reporting, and operational metrics.

⛳️ Requirements

• Bachelor's degree in communications, marketing, business, public relations, or a related field, or an equivalent combination of education and experience.

• A minimum of three years of experience in communications, marketing operations, project coordination, executive support, business operations, or related areas.

• Exceptional organizational and project coordination abilities, capable of handling multiple priorities while paying attention to detail and meeting competing deadlines in a dynamic environment.

• Strong written and verbal communication skills, with the capability to convey information clearly and professionally at all organizational levels.

• Proven ability to work independently, exercise good judgment, anticipate needs, and proactively address challenges.

• Proficient in Microsoft Office 365, including Outlook, Word, Excel, PowerPoint, and Teams.

• Familiarity with project management, workflow, collaboration, or content management platforms (e.g., Monday.com, Asana, Smartsheet, Microsoft Planner, SharePoint, or similar tools).

• Experience with CRM, marketing automation, or communications platforms such as HubSpot or Mailchimp is preferred.

• Experience utilizing AI-driven productivity tools (like Microsoft Copilot, ChatGPT, or similar technologies) to enhance efficiency, organize tasks, draft content, conduct research, or streamline workflows.

• Strong analytical, critical thinking, and problem-solving skills, with the ability to recognize process enhancements and implement effective solutions.

• Capability to foster effective working relationships across departments while managing multiple projects and stakeholders.

🏝️ Benefits

• Competitive salaries

• Comprehensive benefits

• Flexible scheduling

• Professional development opportunities