Executive Assistant & Operations Coordinator

Dotted Line; Richmond (VA); On-site; USD 65,000 - 90,000; Full time

Job summary

Dotted Line is seeking an Executive Assistant & Operations Coordinator in Virginia to support the CEO and leadership team. The role combines executive assistance with operations coordination, ensuring calendars, travel, meetings, and communications run smoothly while enabling leaders to focus on growth and strategy.

The ideal candidate is highly organized, proactive, and discreet, with 3+ years supporting executives, strong written and verbal communication, and experience in coordinating

Qualifications

• 3+ years of experience supporting executives, leadership teams, or business operations.
• Experience managing calendars, meetings, travel, and executive communications
• Exceptional organizational and project coordination skills
• Strong written and verbal communication abilities
• High attention to detail and follow-through
• Experience with Google suite, calendar management, and collaboration tools

Responsibilities

• Manage calendars, scheduling, travel, and logistics for the CEO and select leadership team members.
• Coordinate preparation for meetings, presentations, conferences, speaking engagements, and networking activities.
• Monitor and triage executive communications, ensuring follow-up occurs and priorities move forward.
• Track key commitments, deadlines, and action items.
• Help create leverage for leadership by proactively managing administrative and organizational responsibilities.
• Coordinate interview scheduling, candidate communications, and feedback collection.
• Manage recruiting workflows and hiring logistics.
• Conduct reference checks and support candidate experience efforts.
• Coordinate onboarding activities, including equipment, systems access, and new hire readiness.

Skills

Executive support

Calendar management

Travel coordination

Communication

Attention to detail

Discretion

Project coordination

Recruiting support

Cross-functional collaboration

Event planning

Tools

Google Workspace

CRM software

Job description

Executive Assistant & Operations Coordinator

Open Position

About Us

As we continue to grow, we are looking for exceptional people who thrive in fast-paced environments, enjoy solving problems, and want to play an important role in helping both our clients and our team succeed.

About You

• You are highly organized, proactive, and dependable. You love creating order from complexity and take pride in making sure things get done.
• You are the person people rely on because nothing falls through the cracks. You anticipate needs before being asked, communicate clearly, and are comfortable managing multiple priorities simultaneously.
• You enjoy working behind the scenes to help leaders and teams operate at their highest level. You are equally comfortable coordinating a leadership meeting, managing a complex calendar, supporting a hiring process, organizing a team event, or ensuring an important deadline is met.
• You likely have:
  • 3+ years of experience supporting executives, leadership teams, or business operations
  • Experience managing calendars, meetings, travel, and executive communications
  • Exceptional organizational and project coordination skills
  • Strong written and verbal communication abilities
  • High attention to detail and follow-through
  • The ability to handle confidential information with professionalism and discretion
  • Experience with Google suite, calendar management, and collaboration tools
  • A proactive, resourceful, and service-oriented mindset
  • Agency, professional services, or small business experience is a plus.

What You’ll Do Executive Support

• Manage calendars, scheduling, travel, and logistics for the CEO and select leadership team members
• Coordinate preparation for meetings, presentations, conferences, speaking engagements, and networking activities
• Monitor and triage executive communications, ensuring follow-up occurs and priorities move forward
• Track key commitments, deadlines, and action items
• Help create leverage for leadership by proactively managing administrative and organizational responsibilities

Leadership & Operations Coordination

• Support leadership team execution by tracking priorities, deadlines, and strategic initiatives
• Coordinate leadership meeting agendas, notes, and follow-up actions
• Maintain visibility into quarterly goals and key projects
• Assist with reporting, documentation, and operational processes
• Support special projects and cross-functional initiatives as needed
• Coordinate interview scheduling, candidate communications, and feedback collection
• Manage recruiting workflows and hiring logistics
• Conduct reference checks and support candidate experience efforts
• Coordinate onboarding activities, including equipment, systems access, and new hire readiness
• Help create a seamless onboarding experience for new team members

Business Development Coordination

• Support active sales opportunities through meeting coordination, proposal timelines, CRM updates, and follow-up actions
• Ensure opportunities continue moving forward and internal contributors remain aligned
• Assist leadership with maintaining visibility into key pipeline activity

Culture & Employee Experience

• Coordinate employee recognition, celebrations, and milestone acknowledgments
• Support company meetings, retreats, volunteer activities, and team events
• Organize employee engagement initiatives, including Coffee with CEO sessions and other culture-building activities
• Help create an exceptional employee experience that reflects Dotted Line’s values

Office & Administrative Coordination

• Serve as a primary coordinator for office operations and workplace experience
• Manage office vendors, supplies, facilities requests, and general office needs
• Ensure the office remains organized, welcoming, and client-ready
• Support administrative projects and operational improvements across the agency

What Success Looks Like

In this role, success means:

• The CEO and leadership team gain meaningful time back to focus on growth, clients, talent, and strategy
• Important commitments and deadlines do not fall through the cracks
• Recruiting, onboarding, and business development processes operate smoothly
• Executive administrative burden is significantly reduced
• Communication and follow-through improve across the organization
• The office and employee experience are well-organized and thoughtfully managed

Why Should You Apply?

This is a unique opportunity to work directly with the leadership team of one of Virginia’s most respected independent agencies. You’ll gain exposure to strategy, operations, recruiting, business development, leadership, and culture-building while playing a highly visible role in the organization’s success.

At Dotted Line, you’ll find:

• A collaborative and supportive team
• Direct access to agency leadership
• Meaningful opportunities to contribute and grow
• A culture built on trust, accountability, and continuous improvement
• Competitive compensation and benefits
• A company committed to helping people reach their full potential

If you are someone who thrives on organization, execution, and helping others succeed, we’d love to hear from you. Please send your resume to [e-mail].