The Executive Operations Coordinator at Tungsten Automation provides comprehensive support combining high-level strategic partnership with essential administrative functions to ensure seamless operations for executive leadership. This role combines traditional administrative support with strategic partnership, requiring both exceptional organizational skills and the ability to think critically and proactively about executive needs and business operations. 

Key Responsibilities: 

Strategic Information Management: 

Review, analyze, and prioritize executive email correspondence daily, creating concise summaries of key discussions and action items 

Draft comprehensive briefing documents highlighting critical information, deadlines, and required responses 

Maintain a tracking system for time-sensitive communications and follow-up items 

Administrative Operations: 

Manage complex calendar scheduling, including coordinating meetings across multiple time zones 

Make travel arrangements including flights, hotels, transportation, and detailed itineraries 

Process expense reports and maintain accurate receipt documentation 

Order office supplies and manage vendor relationships 

Coordinate catering for meetings and company events 

Maintain filing systems for both digital and physical documents 

Answer and screen phone calls, directing them appropriately 

Project Coordination: 

Monitor and track progress of executive initiatives, providing regular status updates 

Identify potential roadblocks and propose solutions to maintain project momentum 

Facilitate cross-departmental collaboration by coordinating with key stakeholders 

Meeting Support: 

Schedule and coordinate board meetings, leadership meetings, and team events 

Prepare meeting materials, including agendas, presentations, and handouts 

Take detailed minutes and distribute action items 

Arrange meeting logistics including room reservations and video conferencing setup 

Document Management: 

Create and edit professional correspondence, presentations, and reports 

Develop and maintain systems for organizing critical business information 

Manage confidential information with absolute discretion 

Maintain executive's signature and approval records