Executive Operations Coordinator

Job description

**About the Role**

We are seeking a highly organized, proactive, and detail-oriented Executive Operations Coordinator/Manager to support executive leadership, manage administrative and operational functions, and help drive the success of internal projects and initiatives.

This role combines administrative assistant, executive assistant, project coordinator, and operations management responsibilities, making it a critical right-hand partner to leadership.

**Key Responsibilities**

**Executive & Administrative Support**

+ Provide high-level administrative support to executive leadership, including calendar management, travel coordination, expense report management, and email correspondence.
+ Organize and manage internal and external meetings, conferences, and events, including agenda development and follow-ups.
+ Draft communications, memos, and presentation materials on behalf of leadership.

**Project & Operations Coordination**

+ Coordinate and manage internal projects, ensuring deadlines are met and stakeholders are aligned.
+ Assist in tracking progress of key initiatives and report on project status regularly.
+ Collaborate with cross-functional teams and follow up on assigned tasks.
+ Provide support to other key activities and/or projects as needed.

**Team Liaison & Support**

+ Serve as a point of contact between executive leadership and direct reports.
+ Help coordinate team priorities, streamline communication, and maintain accountability.
+ Facilitate effective team meetings, prepare agendas, and capture action items.
+ Schedule townhall meetings, employee communication meetings, 1:1 meetings, and other communication activities.

**Reporting & Analysis**

+ Compile, generate, and format regular reports and dashboards for executive review.
+ Generate memos, communication materials, and help with other needs.
+ Maintain and improve internal documentation and tracking systems.
+ Assist with data collection and presentation preparation.

**Event & Conference Management**

+ Plan and manage logistics for conferences, meetings, and strategic sessions.
+ Develop conference agendas and coordinate topics, speakers, and materials.

**Qualifications**

+ 5+ years in administrative, executive assistant, project coordination, or operations roles.
+ Exceptional organizational and multitasking skills.
+ Excellent written and verbal communication.
+ Strong proficiency in tools like Microsoft Office, Google Workspace, Asana/Trello, Slack, Zoom, etc.
+ Self-starter with a proactive mindset and the ability to manage up and down.
+ Ability to work independently while maintaining high levels of confidentiality and professionalism.

**Nice to Have**

+ Experience working in a fast-paced, startup, or entrepreneurial environment.
+ Background in event planning or conference coordination.
+ Familiarity with reporting or basic analytics tools (e.g., Excel, Tableau, Airtable).

**PURPOSE AND SCOPE:**

Knowledgeable, experienced contributing team member providing a broad range of project support and coordination for the assigned group/team.

Provides analytical and specialized administrative support to relieve executive, administrative and line and staff managers of complex details and advanced administrative duties.

Assists in developing new databases and rolling out new policies, procedures, and regular communications.

Masters various databases and facilitates reporting.

Organizes and coordinates various meetings and conferences.

Builds and maintains relationships with other departments.

Supports FMCNA's mission, vision, core values and customer service philosophy.

Adheres to the FMCNA Compliance Program, including following all regulatory and FMS policy requirements.

**PRINCIPAL DUTIES AND RESPONSIBILITIES:**

+ Under limited supervision, applies considerable knowledge to perform a broad range of project tasks.
+ Coordinates regular meetings and conferences.
+ Manages databases and facilitates reporting on various metrics.
+ Gathers project information (schedules, data requests, assignments, tasks, project meetings) and facilitates progress.
+ Maintains document control, database management, tracks project activities and team communication.
+ Assists project teams and team lead in strategic meetings and follow up with meeting minutes and notes.
+ Develops and publishes communications.
+ Administrative duties as needed (including scheduling meetings, arranging travel).
+ Edits documents as needed.
+ Work on assignments that are moderately difficult, requiring judgment in resolving issues and/or in making recommendations.
+ Contacts are frequently with individuals representing other departments, and/or representing outside organizations.

Contacts involve obtaining or providing information or data on matters of moderate importance to the function of the department or which may be of a sensitive nature
+ Normally receives no instruction on routine daily work, and general instructions on newly introduced assignments.
+ May escalate issues to supervisor for resolution, as deemed necessary.
+ Review and comply with the Code of Business Conduct and all applicable company policies and procedures, local, state and federal laws and regulations.
+ Assist with various projects as assigned by direct supervisor.
+ Other duties as assigned.

**_Additional responsibilities may include focus on one or more departments or locations.

See applicable addendum for department or location specific functions._**

**PHYSICAL DEMANDS** **AND** **WORKING CONDITIONS** **:**

+ The physical demands and work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
+ Domestic travel as needed.

**SUPERVISION:**

+ None

**EDUCATION** **:**

+ High School Diploma; Associate’s Degree desirable; and Bachelor’s Degree strongly preferred or an equivalent combination of education and experience

**EXPERIENCE AND REQUIRED SKILLS** **:**

+ Minimum 2 – 4 years of related experience in an operational and/or administrative support role; or 1 - 2 years’ related experience with an Associate’s Degree; or 0 - 1 years’ related experience with a Bachelor’s Degree.
+ Knowledge of business and technical vocabulary.
+ Familiarity with regulations, or ability to navigate to find and learn regulations.
+ Expert skills within the Microsoft Office Suite (Word, PowerPoint, Excel) and experience with database systems.
+ Proven organizational, critical thinking and administrative skills with keen attention to detail, strong time-management and effective problem solving skills
+ Strong interpersonal and customer service skills.
+ Experience with detailed recordkeeping.
+ Experience with in reporting and metrics.
+ Self-starter with ability to work independently and as a collaborative member of a team.
+ Ability to communicate verbally and in writing with considerable tact and diplomacy.
+ Ability to exercise considerable discretion & independent judgment when making decisions and interacting with clients.

**EO/AA Employer: Minorities/Females/Veterans/Disability/Sexual Orientation/Gender Identity**

**Fresenius Medical Care North America maintains a drug-free workplace in accordance with applicable federal and state laws.**

**EOE, disability/veterans**

Required Skill Profession

Other General