Executive Operations Coordinator

United States·Huntsvillemid

OperationsOperations Coordinator

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Quick Summary

Overview

The Executive Operations Coordinator provides high-level coordination and operational support within the Office of the President.

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OperationsOperations Coordinator

The Executive Operations Coordinator provides high-level coordination and operational support within the Office of the President. The position plays a key role in planning and executing presidential events, meetings, and activities; coordinating with internal and external stakeholders; and supporting the effective operation of the President’s Office.
The position requires exceptional organizational and interpersonal skills; the ability to anticipate needs, manage competing priorities, and meet deadlines; sound judgment and discretion when handling confidential and sensitive matters; and the ability to represent the Office of the President in a professional and welcoming manner.
Key Responsibilities Include
Executive Event Management
• Plan, coordinate, and execute presidential events, meetings, receptions, dinners, ceremonies, and special programs in collaboration with Special Events staff, cabinet members, and other university partners.
• Coordinate event logistics, including venues, catering, invitations, guest lists, agendas, room arrangements, audiovisual needs, parking, transportation, hospitality, décor, and other event requirements.
• Develop and maintain event timelines, checklists, run-of-show documents, briefing materials, and other planning tools.
• Serve as the primary operational contact for assigned presidential events and activities.
• Anticipate event needs and potential challenges and proactively develop solutions to ensure successful execution.
Presidential and Executive Operations
• Provide operational support for the Office of the President on special projects, initiatives, meetings, and activities.
• Coordinate meeting and executive activity logistics involving the President and senior university leaders, including agendas, briefing materials, schedules, talking points, itineraries, room arrangements, technology, and other supporting information.
• Maintain detailed event calendars, schedules, timelines, and logistical plans for assigned activities and monitor related deadlines and commitments.
• Ensure presidential events and activities reflect the University's standards, values, and institutional priorities.
Administrative and Operational Support
• Assist with office projects, operational initiatives, and special assignments in support of the President and the mission and priorities of the University.
• Perform other duties as assigned in support of the President and the mission and priorities of the University.
• Provide occasional support outside normal business hours for major university events or presidential activities, as required.

Minimum Requirements
• Bachelor’s degree from an accredited institution.
• Three to five years of progressively responsible experience in event management, executive administration, higher education administration, hospitality, public relations, or a related field.
• Demonstrated experience coordinating complex events, meetings, or projects involving multiple stakeholders.
• Excellent organizational, time-management, and project-management skills, with exceptional attention to detail and follow-through.
• Demonstrated ability to manage competing priorities, multiple deadlines, and complex assignments while maintaining accuracy and quality.
• Excellent written, verbal, and interpersonal communication skills, with the ability to communicate effectively and professionally with diverse constituencies.
• Demonstrated sound judgment, discretion, tact, and diplomacy when handling sensitive, confidential, and high-profile matters.
• Strong interpersonal, customer-service, and relationship-building skills, with the ability to work effectively with individuals at all levels of an organization.
• Ability to work independently while contributing effectively to a collaborative executive team.
• Proficiency with Microsoft Office or comparable productivity and collaboration tools.

Preferred/Desired Qualifications
• Experience working in a college or university environment.
• Experience managing events involving distinguished guests, elected officials, donors, alumni, community leaders, or other high-profile constituents.
• Experience with event-management platforms, scheduling systems, project-management tools, and virtual meeting technologies.
• Knowledge of university administrative structures, policies, procedures, and protocols.
• Experience working with vendors, caterers, venues, and other external service providers.

Three to five years of progressively responsible experience in event management, executive administration, higher education administration, hospitality, public relations, or a related field.

Nice to Have

~1 min read

• Experience working in a college or university environment.
• Experience managing events involving distinguished guests, elected officials, donors, alumni, community leaders, or other high-profile constituents.
• Experience with event-management platforms, scheduling systems, project-management tools, and virtual meeting technologies.
• Knowledge of university administrative structures, policies, procedures, and protocols.
• Experience working with vendors, caterers, venues, and other external service providers.