Executive Ops Coordinator

Required Skills & Experience

• 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

Nice to Have Skills & Experience

• 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

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