Executive Ops Coordinator

Job Description

Serve as the junior operational support layer for the CDO office and the Future Design Studio, keeping executive engagements, studio activity, and day-to-day administration running smoothly. This role is a force multiplier for the Business Operations and EA functions, absorbing high-volume coordination work so leads can stay focused on strategy and senior stakeholders.

Responsibilities

Studio & executive engagement support

• Support studio visits and executive engagements end to end - visitor and VIP itineraries, arrival and escort logistics, and on-the-day running of the engagement
• Prepare rooms, printing, demos, AV, and catering are ready ahead of time
• Partner with EAs, Facilities, and Ops on space readiness across the SF, BUR, MPK studios
• Capture notes, decisions, and follow-ups from engagements and drive them to closure

Scheduling support

• Provide scheduling support across the leadership calendar - holding and sequencing time, resolving conflicts, and protecting focus time as a backup
• Book rooms, travel, and ground transport; manage recurring meeting series, and distribution lists
• Coordinate complex multi-stakeholder and cross-time-zone meetings, including external participants

Lead administrative support

• Act as administrative support to the lead Business Operations and EA team
• Process expenses, purchase orders, invoices, and vendor paperwork; follow items through to payment
• Manage shipping, gifting, and supply logistics for the studio and executive engagements

Skills and Requirements

• 2+ years of executive support, event, or operations coordination experience in a fast-moving environment
• Exceptional organization and follow-through - nothing dropped, nothing forgotten
• Clear, concise written communication and professional presence with senior stakeholders
• Sound judgment and discretion handling confidential and sensitive information
• Comfort operating with ambiguity and shifting priorities across many stakeholders at once
• Fluency with calendar and spreadsheet tooling; quick to learn new internal systems
• Able to work on site at the SF office, with flexibility for occasional early, late, or event-driven hours
• Experience supporting executives, or supporting creative or design teams
• Prior experience in a studio, agency, or in-house creative environment
• Experience coordinating events, offsites, or external brand moments
• An eye for craft and detail in everything they touch - materials, spaces, and communications

We are a company committed to creating diverse and inclusive environments where people can bring their full, authentic selves to work every day. We are an equal employment opportunity/affirmative action employer that believes everyone matters. Qualified candidates will receive consideration for employment without regard to race, color, ethnicity, religion, sex (including pregnancy), sexual orientation, gender identity and expression, marital status, national origin, ancestry, genetic factors, age, disability, protected veteran status, military or uniformed service member status, or any other status or characteristic protected by applicable laws, regulations, and ordinances. If you need assistance and/or a reasonable accommodation due to a disability during the application or the recruiting process, please send a request to HR@insightglobal.com.