© Jean-Philippe Defaut 2023

Sample Executive Operations Role Job Description

Maïa Cybelle Carpenter

Note: This is meant for recruiting candidates and is not to be confused with the detailed Scope of Work of the Executive Operations role.

Sample Executive Operations Job Description Template
Our company is looking for an organized, dynamic and creative individual to join our leadership team, partnering with our top executives and supporting their teams. Our Executive Operations employees are the strategic partners who hold everything together - from calendaring and travel, to reporting processes and team operations, they participate in cross-functional efforts to support the company and its initiatives. We are looking for someone who has a natural passion for learning and people development, enjoys taking on new tasks and projects, is a strong communicator and relationship builder and who executes at a high level in an energetic and human-centric environment.*

(*Adapt summary above to match your company culture- this is a sample)

Provide administrative and strategic support by*:

• Maintaining sensitive and complex calendars, requiring coordination with executives, partners, investors, customers and other EOs/EBP/EAs domestically and internationally
• You’ll do this by understanding the business priorities of your executive stakeholder(s) in order to best leverage their time 
• Being the executive's right hand by attending important meetings, taking notes, being an active participant and knowledgeable resource, while ensuring executive preparation and effectiveness. This will all be context-driven and enable you to proactively ‘see ahead’ for your executive stakeholder(s)
• Finding new and efficient ways to create work processes to help maximize your executives' time, including weekly and quarterly reporting, goal-tracking, and team meetings
• Maintaining confidential information and effectively managing competing projects
• Fostering relationships with cross-functional partners to help support team programs and goals. You’ll do this by embodying the culture, values, and goals of your executive stakeholder(s) when engaging with internal and external stakeholders
• Assisting with special projects as needed (travel, expenses, project management of e-staff deliverables, Employee Experience, HR Ops, Finance Ops, etc..)
• Identifying operational weaknesses and helping to refine processes or develop new ones

(*Some of this is duplicative to the section below - adjust as needed.)

About you

• 7+ years of executive stakeholder(s) support (Director or, C Suite) or similar experience
• Experience with Google Workspace (Gmail, Calendar, Drive, Docs, Sheets, Slides, Forms) and/or Microsoft Office (Outlook, Docs, Xcel, Powerpoint, Teams). 
• Understand the highly flexible nature of support work and are comfortable with being available in person and onsite as needed 
• Are able to prioritize business needs and make trade-offs across all stakeholders accordingly
• Relentlessly achieve inbox zero daily 
• Flawless domestic and international travel management (include commercial, private, etc.)
• Have an incredible attention to detail and commit to flawless execution on tasks
• Ability to navigate, digest, and make decisions amidst ambiguity
• Are technologically savvy with the ability to quickly adapt to new applications and tools (include Slack, Asana, Monday, Workday, ADP, Notion, Expensify, etc… if relevant to your company)
• Are a self-starter who can determine priorities and make trade offs when needs change
• Have discretion and sensitivity towards confidential information (insert any compliance knowledge needed FINRA, HIPAA, etc.)
• Are proactive and motivated to iterate on current processes and build efficient systems
• Have professional polish in both internal and external interactions and the ability to exhibit grace and composure under pressure
• Are committed to collaboration and teamwork

© 2023 Carpenter Consulting Partners, Inc.

Maïa Cybelle Carpenter

CEO, Carpenter Consulting Partners, Inc.

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