Executive Operations Coordinator (Executive Programs & Events)

Role Title: Executive Operations Coordinator (Executive Programs & Events)

Role Overview
We are seeking a highly trusted Executive Assistant / Events & Operations Coordinator to serve as a central operational partner supporting a fast-moving national portfolio of conferences, executive education programs, and specialized trainings.This role functions as the connective tissue between leadership, faculty, partners, vendors, and internal teams. It blends executive support, operational coordination, and event execution into a single, high-impact position. The ideal candidate is calm under pressure, instinctively organized, relationship-savvy, and capable of independently managing complex operational details while anticipating needs and closing gaps ahead of time.This is not a traditional administrative role. It is a high-trust, execution-focused position that plays a critical role in operational readiness, continuity, and sustainability as the portfolio continues to evolve.

Key Responsibilities
Executive & Leadership Support

• Manage executive scheduling, calendar optimization, and complex meeting coordination
• Support follow-through on leadership priorities, deadlines, and commitments across overlapping initiatives
• Serve as a steady operational extension of leadership during high-volume and high-complexity periods

Conference & Program Operations

• Support operational readiness and execution for national conferences, executive education programs, and training
• Maintain timelines, readiness trackers, checklists, and operational documentation
• Coordinate travel logistics, lodging, credentials, onsite materials, and run-of-show support
• Organize and manage operational materials onsite during conferences

Faculty, Sponsor & Stakeholder Coordination

• Track faculty communication, deliverables, schedules, and logistics
• Support sponsor and exhibitor coordination and fulfillment of program deliverables
• Communicate professionally with senior leaders, faculty, prosecutors, judges, law enforcement partners, corporate sponsors, vendors, hotel partners, and AV teams

Communication & Workflow Management

• Manage shared training and program inboxes, including triage, drafting responses, and escalation
• Draft, format, and manage agendas, schedules, briefing materials, and operational documents
• Support cross-functional communication across education, finance, membership, marketing, and operations
• Maintain continuity and institutional knowledge across recurring and evolving programs

Operational Systems & Process Support

• Anticipate operational gaps and proactively address risks
• Create and maintain templates, trackers, and systems that stabilize fast-moving workflows
• Help build infrastructure that reduces friction for leadership and the broader team

Ideal Candidate Profile

• Highly organized, detail-oriented, and discreet
• Comfortable operating independently while staying tightly aligned with leadership priorities
• Calm, responsive, and effective in fast-paced, relationship-driven environments
• Strong service orientation with clear hospitality instincts
• Polished and emotionally intelligent communicator
• Adaptable, proactive, and solutions-oriented
• Confident interacting with senior leaders, faculty, partners, and external stakeholders