Executive Operations Coordinator

Position Summary:

University City District (UCD) is seeking an organized, proactive, and highly responsive Executive Operations Coordinator to help ensure the organization’s administrative, governance, and day-to-day office operations run smoothly.

This position serves as a central administrative and operational resource for UCD, supporting organizational leadership, the Board of Directors, staff, visitors, vendors, institutional partners, and community stakeholders. The Coordinator plays an important role in maintaining effective administrative systems, coordinating Board and leadership activities, supporting organizational priorities, and contributing to a professional, welcoming, and high-functioning workplace.

The ideal candidate anticipates needs, takes initiative, exercises excellent judgment and discretion, communicates professionally with a wide range of stakeholders, and is comfortable managing multiple priorities in a fast-paced environment. This individual should be equally comfortable coordinating a Board meeting, managing organizational calendars and administrative systems, communicating with an external partner, supporting leadership scheduling, or addressing an operational need within the office.

Key Responsibilities:

Board, Leadership & Administrative Support

• Coordinate scheduling, meeting preparation, and administrative support for organizational leadership, including the President & CEO.
• Manage calendars and scheduling associated with key organizational priorities, internal and external meetings, and leadership commitments.
• Coordinate meeting logistics and ensure agendas, briefing materials, presentations, documents, and other necessary information are prepared and available in advance.
• Track commitments, decisions, deadlines, and follow-up items arising from leadership and organizational meetings and help ensure appropriate next steps are completed.
• Draft and prepare routine correspondence, meeting materials, presentations, briefing documents, and other organizational materials as needed.
• Serve as a professional point of contact for Board members, institutional partners, public officials, funders, community stakeholders, and other external partners.
• Coordinate travel, registrations, and related administrative needs for organizational leadership as necessary.
• Coordinate scheduling and logistics for meetings of the Board of Directors, Executive Committee, and other Board committees.
• Support the preparation and distribution of Board agendas, presentations, meeting materials, and communications.
• Maintain Board calendars, contact information, meeting schedules, and related organizational records.
• Coordinate with members of the senior leadership team regarding materials, deadlines, logistics, and follow-up associated with Board and leadership meetings.
• Provide administrative and logistical support for special projects and organizational priorities as assigned.
• Handle sensitive and confidential information with a high degree of discretion, professionalism, and sound judgment.

Office & Organizational Operations

• Serve as a central point of contact for day-to-day office operations and help develop and maintain systems and processes that support an efficient, organized, and high-functioning workplace.
• Coordinate office maintenance, supplies, equipment, service requests, and vendor relationships.
• Manage conference room scheduling, shared office resources, organizational calendars, and other administrative systems.
• Welcome visitors and help ensure a professional, responsive, and hospitable experience for guests and external partners.
• Coordinate office moves, space planning, facility-related projects, and other workplace needs as necessary.
• Coordinate organization-wide meetings, staff trainings, internal events, and other organizational activities.
• Maintain organizational files, records, calendars, and administrative systems.
• Support document preparation, mailings, data entry, records management, and other organization-wide administrative needs.
• Provide administrative support across the organization based on operational needs and priorities.
• Coordinate with Human Resources to help maintain and distribute organizational policies, procedures, employee resources, and internal administrative information.
• Identify routine administrative or operational issues and proactively coordinate solutions before they disrupt organizational activities.
• Look for opportunities to improve administrative processes, reduce inefficiencies, and strengthen coordination across departments.

Organizational Culture & Engagement

• Support staff events, celebrations, employee engagement activities, and other initiatives that contribute to a positive workplace experience.
• Help foster a welcoming, collaborative, professional, and service-oriented workplace culture.
• Serve as a responsive and approachable resource for staff seeking assistance with administrative and operational needs.
• Help ensure new employees, visitors, partners, and other stakeholders have a positive and professional experience when interacting with UCD’s office.
• Contribute to an organizational environment where employees have access to the information, resources, and administrative support they need to work effectively.

Qualifications:

• Bachelor’s degree preferred, or an equivalent combination of education and relevant professional experience.
• 3–5 years of progressively responsible experience in administration, organizational operations, executive support, office management, or a related role.
• Experience supporting senior leadership and/or a Board of Directors is preferred.
• Demonstrated ability to manage competing priorities, deadlines, schedules, and multiple workstreams.
• Exceptional organizational skills with strong attention to detail and consistent follow-through.
• Strong written and verbal communication skills, with the ability to communicate professionally with senior executives, Board members, public officials, funders, community partners, vendors, and staff at all levels.
• Excellent judgment, discretion, and demonstrated ability to handle sensitive and confidential information.
• Ability to anticipate needs, recognize priorities, identify potential issues, and take appropriate action without requiring extensive direction.
• Strong problem-solving skills and the ability to work independently while knowing when to seek input or escalate an issue.
• Proficiency with Microsoft Office and standard business technology; experience with Salesforce or similar systems is a plus.
• Strong commitment to customer service, collaboration, teamwork, and creating a positive workplace experience.
• Ability to adapt to changing priorities and remain organized and responsive in a fast-paced environment.

What Success Looks Like:

The successful Executive & Operations Coordinator will make UCD more effective by bringing structure, organization, responsiveness, and consistent follow-through to the administrative systems and activities that support the organization’s work.

They will help ensure that Board and leadership activities are well coordinated, meetings are well prepared, commitments and deadlines are tracked, and administrative details are handled reliably and professionally. They will understand when something requires immediate attention, when they can independently resolve an issue, and when additional guidance is appropriate.

They will build trusted relationships with staff, Board members, partners, vendors, and visitors and will bring professionalism, discretion, warmth, sound judgment, and a strong service orientation to those interactions.

They will also help create an office environment where administrative systems work well, information and resources are easy to access, employees know where to go for assistance, and routine operational issues are identified and addressed before they become larger problems.

Ultimately, success in this role means that staff and organizational leadership are well supported, Board operations are effectively coordinated, administrative systems are reliable, and UCD’s workplace operates with greater consistency and efficiency.

Salary:

$70,000

To Apply:

If you are interested in this role, please email your resume and cover letter to Erica Jorden, Director of Human Resources at ejorden@universitycity.org.

Finally, a real person will be reading every application, so please bring your humanity to your cover letter. No need to game the word choice algorithm, just let us know why you think you would be a great addition to our growing team!