We are looking for a highly adaptable, proactive, and polished Executive Operations Specialist to join our team in Durham, NC. This unique role sits within the Executive Operations Team and serves as a critical administrative force for our Executive Team (ET) members.
Primary responsibilities include seamless, high-level executive support coverage and dedicated assistance for members of Flatiron’s executive team (ET) when their primary Executive Operations partners are on vacation, leave, or managing peak workloads. When not actively covering dedicated ET desks, you will also provide support for our Shared Services programs, ensuring operational continuity and efficiency across the broader organization.
What You’ll Do
Executive Support Coverage
- Seamless Continuity: Step in to provide dedicated, top-tier administrative and operational support to ET members during Executive Operation team member absences or leaves.
- Calendar & Schedule Management: Masterfully manage complex, rapidly shifting ET calendars across multiple time zones, prioritizing customer requests, critical meetings, and conflict management and resolution.
- Travel & Logistics: Arrange and oversee comprehensive domestic and international travel itineraries, including flights, lodging, ground transportation, and visa requirements (where applicable).
- Expense & Budget Tracking: Prepare, submit, and track accurate expense reports in compliance with corporate policies.
- Ad-hoc Executive Requests: Handle confidential correspondence, prepare meeting materials, and manage special projects as directed by the ET member you are supporting during coverage windows.
Shared Services & Operational Support
- Cross-Functional Help: Collaboratively support the Executive Operations Shared Services functions with high-priority administrative programs, data entry, and detailed documentation.
- Process Improvement: Identify bottlenecks in current executive workflows and help implement standardized best practices across the Executive Operations department.
- Event & Project Coordination: Assist the Event Management shared service team in planning and executing large-scale corporate events, board meetings, or team-building initiatives as needed.
Who You Are
You’re a confident, trustworthy, passionate, and collaborative problem-solver who values the opportunity to think beyond the way things are. In addition, you’re a resourceful troubleshooter comfortable working in a fast-paced global environment.
- Experience: 2-6+ years working in executive administration, operations, or a high-touch shared services environment (experience supporting C-suite or VP-level executives is highly preferred).
- You are adaptable: proven ability to "plug and play" into different executive styles, workflows, and personalities with minimal ramp-up time.
- Proven Discretion & Confidentiality: Absolute integrity and experience handling sensitive corporate, financial, and personal information.
- Strong Communicator: Exceptional written and verbal communication skills, with a polished and professional demeanor.
- Tech Savvy: Proficiency with enterprise tools (e.g.Google Workspace, Concur, and Slack).
- Seamless Support: You are confident the Executive Team member experiences zero friction, zero missed meetings, and is assured of total operational continuity.
- Creative Engagement: You thrive on variety. You view changing priorities not as a frustration, but as an exciting challenge, and you are equally proud to manage a major executive crisis or optimize a shared services spreadsheet.
Extra credit
- You have experience supporting executives remotely including internationally
- You have experience designing and implementing shared administrative services (travel, meeting management, publications, event management, etc.).
- You have or are interested in pursuing a certification as a Certified Administrative Professional (CAP), Professional Administrative Certification of Excellence (PACE), Project Management Professional (PMP) or related credential.
Where you’ll work
In this hybrid role, you’ll be expected to work 3 days per week in our Durham, NC, office with an option to work from home 2 days per week. Hours are Monday through Friday, from 9:00 AM to 5:00 PM ET.