Executive Operations Specialist

About the role

We are seeking a highly organized and proactive Executive Operations Specialist to join our team in Durham, NC. This position plays a crucial role in supporting our Executive Team by providing comprehensive administrative assistance, managing complex schedules, and ensuring the smooth operation of daily activities within the organization. The successful candidate will serve as a key point of contact during the absence of primary Executive Operations partners, maintaining continuity and efficiency across various functions. This role requires someone who is detail-oriented, adaptable, and capable of handling sensitive information with discretion. The position offers an opportunity to work closely with senior leadership and contribute to the overall effectiveness of the executive support team.

Key facts

What you'll do

• Provide high-level administrative support to members of the Executive Team, especially during their absences, to ensure uninterrupted organizational operations.
• Manage and coordinate complex calendars for multiple executives, including scheduling meetings, appointments, and events across different time zones, while prioritizing urgent requests and resolving scheduling conflicts efficiently.
• Organize and oversee travel arrangements for domestic and international trips, including booking flights, accommodations, transportation, and preparing detailed itineraries to facilitate seamless travel experiences.
• Prepare, review, and submit expense reports in accordance with company policies, ensuring accuracy and timely reimbursement.
• Handle confidential communications, including emails and phone calls, with professionalism and discretion, and prepare materials such as presentations, reports, and briefing documents for meetings and special projects.
• Collaborate with Shared Services and other internal departments to support administrative functions, streamline processes, and improve overall operational efficiency.
• Identify opportunities to optimize administrative workflows and assist in implementing best practices within the Executive Operations department.
• Support the planning, coordination, and execution of corporate events, team-building activities, and off-site meetings, ensuring all logistics are managed effectively.
• Act as a liaison between the Executive Team and other departments, vendors, and external partners to facilitate communication and project coordination.
• Assist with onboarding new team members and support ongoing administrative training initiatives as needed.
• Monitor and manage office supplies, equipment, and technology needs to ensure the smooth functioning of the Durham office.
• Respond promptly to changing priorities and handle multiple tasks simultaneously with a proactive and solution-oriented approach.
• Maintain a professional and positive demeanor when interacting with internal and external stakeholders, representing the organization with integrity and professionalism.

Requirements

• Between 2 and 6 years of experience supporting executives, operations, or shared services environments, with a preference for candidates who have supported C-suite or VP-level leaders.
• Proven ability to adapt quickly to different executive styles, workflows, and organizational cultures with minimal onboarding time.
• Demonstrated experience handling sensitive, confidential, and proprietary information with integrity and discretion.
• Strong written and verbal communication skills, capable of maintaining professionalism in all interactions.
• Proficiency in enterprise tools such as Google Workspace (Gmail, Calendar, Drive, Docs), Concur for expense management, and Slack for team communication.
• Ability to manage shifting priorities, handle multiple tasks simultaneously, and respond proactively to unexpected challenges.
• Excellent organizational skills, with a keen eye for detail and accuracy.
• Self-motivated and able to work independently, taking initiative to solve problems and improve processes.
• Strong interpersonal skills, with the ability to collaborate effectively across teams and with external partners.
• Commitment to providing a frictionless experience for the Executive Team and ensuring operational continuity at all times.
• Ability to work in a fast-paced environment while maintaining a high level of professionalism and attention to detail.

Nice to have

• Experience supporting executives in a remote or international capacity, demonstrating flexibility and cultural awareness.
• Background in designing, implementing, and managing shared administrative services, including travel planning, event management, and vendor coordination.
• Certifications such as Certified Administrative Professional (CAP), Professional Administrative Certification of Excellence (PACE), or Project Management Professional (PMP) are advantageous.
• Familiarity with office management software and tools beyond the core suite, such as project management platforms or CRM systems.
• Experience working in a healthcare or technology-focused organization, understanding industry-specific compliance and confidentiality requirements.
• Bilingual abilities or multilingual skills that facilitate communication with international partners or teams.

Skills & tools

• Google Workspace (Gmail, Calendar, Drive, Docs)
• Concur (expense management)
• Slack (team communication)

Practical notes

This position is based in Durham, NC, and requires a hybrid work arrangement. The role involves working three days per week in the Durham office, with the remaining two days available for remote work, providing flexibility while maintaining a physical presence in the office. Standard working hours are Monday through Friday, from 9:00 AM to 5:00 PM Eastern Time. The role may involve occasional after-hours support for events or urgent matters. Candidates should be comfortable working in a dynamic environment and managing multiple priorities simultaneously. The organization values professionalism, discretion, and a proactive approach to supporting senior leadership and organizational operations.