Required Skills & Experience
- Ideally 3+ years of experience as an Executive Assistant, Team Coordinator, or similar operations/administrative role supporting multiple people.
- Start-up experience or fast-paced environment experience with the ability to adapt quickly and manage changing priorities.
- Strong calendar and meeting coordination skills, including scheduling, travel, and expense management.
- Tech-savvy and quick to learn new tools, with experience using Google Workspace/G-Suite, Slack, and ideally AI productivity tools.
- Highly organized, resourceful, and professional, with strong communication skills and the discretion to handle sensitive information.
Nice to Have Skills & Experience
- Experience supporting a fast-growing startup
- You understand and use AI at a high level to automate repetitive tasks
Job Description
Insight Global is hiring a part time (20 hours per week) Operations Coordinator to support our govtech client's Product Team, the group of four that leads the most critical cross-company efforts and builds the predictability and process the rest of the company depends on. The team spans Product (roadmaps, capacity planning, information security), Deployment (operations, project playbooks, customer experience), and Delivery (project kickoffs, discovery, milestone tracking, customer alignment).
As their portfolio of federal and state projects grows, so does the coordination behind it: more customers, more travel, more people, and more meetings. You'll own that operational load so a team of four leaders can stay focused on customers, delivery, and strategy. This is a role for someone who likes being the organized person who makes a complicated week work.
Responsibilities
- Run team travel: Book and manage trains, flights, and hotels for the team, including frequent travel to New York and customer sites. Plans are often booked early to hedge for customer meetings, so you'll rebook quickly and calmly when things shift, and keep expenses tracked and reconciled.
- Own the team calendar: Coordinate across four calendars to make sure every customer meeting is covered, team time is protected, nothing is double-booked, and every team has a touchpoint. Work with customers and Deployment Strategists to get the right people in the right rooms.
- Protect focus time: Block working sessions, screen incoming meeting requests, and defend the time the team needs to do deep work.
- Coordinate hiring logistics: Partner with recruiting coordinators in Ashby to schedule interviews, and reshuffle quickly when a last-minute customer call takes priority.
- Manage customer logistics: Handle access, visitor, and information requests ahead of on-site meetings, and credentials, customer-furnished equipment, and certification requirements for each project.
- Keep the team connected: Coordinate logistics for project kickoffs and customer site visits, build the agenda for the monthly Product All Hands, and gather inputs for team newsletters.