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Ultimate LLC

Executive Operations Coordinator

Overland Park, KS, United States

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Job details

Posting language: English
Posted: Nov 9, 2026

Original job description

Executive Operations Coordinator

Role Expectations, Responsibilities & Success Plan

Mission

Your mission is to help Ultimate execute at a higher level by improving accountability, organization, communication, project execution, and operational consistency across the company.

You are not an assistant whose job is simply to complete tasks.

You are an operator whose responsibility is to help leadership execute, remove bottlenecks, drive accountability, and build scalable systems that support our long-term goal of becoming a billion-dollar company.

Success in this role will lead to opportunities for advancement into Operations Manager, Chief of Staff, Director of Operations, and beyond.

Core Areas of Ownership

Executive Support & Accountability

Support the COO and Executive Team by ensuring priorities stay organized and commitments are completed.

Responsibilities:

Maintain executive task lists
Track leadership commitments
Follow up on deadlines
Organize weekly priorities
Coordinate leadership meeting agendas
Document action items
Drive follow-through

Success looks like:

Nothing falls through the cracks
Leaders consistently complete commitments
Projects move forward on schedule
Project Management

Serve as the central coordinator for strategic initiatives.

Responsibilities:

Maintain Asana
Track project timelines
Monitor deliverables
Identify project delays
Escalate risks
Coordinate cross-functional efforts
Prepare project status updates

Success looks like:

Projects remain on schedule
Clear ownership exists for all initiatives
Leadership always knows project status
KPI Reporting & Business Intelligence

Ensure leadership has accurate data to make decisions.

Responsibilities:

Gather scorecards
Compile KPI dashboards
Prepare executive reporting
Identify trends
Monitor performance metrics
Create meeting summaries

Key Metrics:

Sales Gross Profit
Recruiter Gross Profit
Retention
Fill Ratio
Open Orders
New Hire Success
Training Completion
Cost Per Customer Acquisition

Success looks like:

Reports delivered on time
Data is accurate
Leadership receives actionable insights
Process Improvement & SOP Development

Help turn ideas into repeatable systems.

Responsibilities:

Document workflows
Build SOPs
Improve operational processes
Update documentation
Organize company resources
Support automation initiatives

Success looks like:

Processes become standardized
Less dependence on tribal knowledge
Increased efficiency

Weekly Responsibilities

Daily

Review Asana projects
Monitor executive priorities
Follow up on outstanding tasks
Update project trackers
Support leadership requests

Weekly

Prepare and distribute:

Executive KPI Report
Open Project Report
Leadership Accountability Report
Training Compliance Report

Attend:

Leadership Meeting
Department Meetings as Needed
Training and Development Meetings

Deliver:

Meeting Agendas
Meeting Notes
Action Item Tracking
Weekly Project Updates

Monthly Responsibilities

Reporting

Monthly Operations Review
KPI Trend Analysis
Expense Review Summary
Project Status Dashboard

Process Improvement

Complete at least one documented process improvement
Update SOP library
Review operational bottlenecks

Leadership Support

Prepare executive meeting materials
Gather departmental updates
Coordinate planning sessions

Quarterly Responsibilities

Strategic Planning Support

Assist with quarterly business reviews
Support budget preparation
Compile operational metrics
Prepare executive presentation materials

Talent & Development

Review onboarding effectiveness
Review training completion metrics
Analyze retention metrics
Identify process improvement opportunities

Systems & Operations

Conduct SOP review
Audit Asana utilization
Evaluate operational efficiency opportunities
Recommend automation initiatives

First 90-Day Expectations

First 30 Days

Learn the Business

Learn Ultimate's structure
Learn departments and leadership team
Learn Asana
Learn reporting processes
Participate in leadership meetings
Understand current KPIs

Success:

Understand company operations
Demonstrate professionalism
Build relationships with leadership

Days 31-60

Begin Ownership

Manage meeting agendas
Own action item tracking
Build report templates
Begin project coordination
Improve organizational systems

Success:

Reduce administrative burden on COO
Demonstrate ownership mentality
Improve accountability processes

Days 61-90

Own Execution

Run accountability reporting
Manage KPI reporting process
Coordinate strategic initiatives
Drive project updates
Begin recommending improvements

Success:

Operate independently
Improve organizational efficiency
Become trusted by leadership team

Key Performance Indicators (KPIs)

Accountability

95%+ task follow-up completion
Action items updated weekly
Executive reports delivered on time

Project Management

90%+ projects updated weekly
All projects have owners and due dates
Risks identified early

Reporting

KPI reports delivered weekly
Data accuracy above 98%
Executive packet delivered on time

Process Improvement

One documented improvement per month
SOPs consistently updated
Reduction in recurring operational issues

Leadership Support

Meeting agendas distributed in advance
Meeting notes distributed within 24 hours
Leadership commitments tracked weekly

Definition of Success After 12 Months

If successful:

You Will Own

? Executive accountability system

? Company-wide project management

? KPI reporting process

? Meeting management

? Process documentation

? Operational reporting

? Strategic initiative coordination

? Leadership follow-through

What the COO Should No Longer Be Doing

? Chasing project updates

? Collecting KPI reports

? Following up on overdue tasks

? Building meeting agendas

? Taking meeting notes

? Tracking training completion

? Managing Asana hygiene

? Documenting SOPs

? Coordinating special projects

Career Path

Year 1: Executive Operations Coordinator

Year 2-3: Operations Manager

Year 3-5: Director of Operations / Chief of Staff

Long-Term Opportunity: Vice President of Operations or COO

Ultimate Goal: Become a leader who helps build and scale Ultimate into a billion-dollar organization through operational excellence, accountability, and execution.

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More about this job

Skills

Leadership
Project management
Reporting
Business intelligence
Sales
Process improvement
Documentation
Regulatory compliance
Training and development

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