Executive & Operations Coordinator

Executive & Operations Coordinator $60,000-$70,000/yr

We are seeking a highly organized, proactive, and detail-oriented Executive & Operations Coordinator to support the Agent/Owner and help ensure the smooth operation of a growing multi-office insurance and financial services organization.

This position serves as a key administrative and operational partner to the Agent, helping protect the Agents time while ensuring important tasks, processes, deadlines, and communications do not fall through the cracks. The ideal candidate is someone who takes ownership, anticipates needs, follows through relentlessly, and enjoys creating order in a fast-paced environment.

Key Responsibilities

• Manage the Agents calendar, appointments, travel, and incoming email communications
• Triage and route customer requests to the appropriate team member and track items through resolution
• Process payroll and assist with bill payments
• Track completion and accuracy of recurring agency reports, reconciliations, and operational processes
• Monitor customer communication channels to help ensure timely responses
• Track employee attendance, continuing education, compliance training, birthdays, and work anniversaries
• Coordinate quarterly employee check-ins, team events, and recognition
• Assist with recruiting communication and interview scheduling
• Respond to Google reviews and complete periodic website updates
• Maintain organized records, calendars, reminders, and recurring operational schedules
• Identify missed deadlines or incomplete processes and bring them to the appropriate persons attention
• Assist the Agent with special projects and other administrative needs

What Were Looking For

The ideal candidate is exceptionally organized, dependable, discreet, resourceful, and proactive. You should be comfortable managing multiple priorities, handling confidential information, communicating professionally with customers and team members, and following up until tasks are completed.

This role does not have supervisory authority over team members. Instead, the Executive & Operations Coordinator helps maintain visibility and accountability around established processes, deadlines, and responsibilities and escalates concerns to leadership when appropriate.

Insurance experience or licensing is not required. Strong administrative, executive support, operations, payroll, bookkeeping, or small-business experience is preferred.