Executive Operations Coordinator

University of Alabama in Huntsville; Alabama; On-site; USD 63,000 - 70,000; Full time

Job summary

The University of Alabama in Huntsville is seeking an Executive Operations Coordinator to provide high-level coordination and operational support within the Office of the President. The role focuses on planning presidential events, meetings, and activities, coordinating with stakeholders, and ensuring smooth operation of the President’s Office.

Requirements include a Bachelor’s degree and 3–5 years in event management or executive administration, with exceptional organizational and interpersonal

Qualifications

• Bachelor’s degree from an accredited institution.
• 3–5 years of experience in event management or executive administration.
• Experience coordinating complex, multi-stakeholder events.
• Strong organizational, time-management, and project-management skills.
• Ability to handle confidential matters with sound judgment.
• Proficiency with Microsoft Office or equivalent.

Responsibilities

• Plan, coordinate, and execute presidential events, meetings, receptions, dinners, ceremonies, and special programs.
• Coordinate event logistics including venues, catering, invitations, and guest lists.
• Develop and maintain event timelines, checklists, and run-of-show documents.
• Serve as the primary operational contact for assigned presidential events.
• Anticipate event needs and proactively develop solutions for successful execution.

Skills

Event management

Executive admin

Communication

Organizational skills

Time management

Discretion

Stakeholder coordination

Planning & logistics

Problem solving

Team collaboration

Education

Bachelor’s degree

Tools

Microsoft Office

Job description

Job no: 504468
Department: Office of the President
Work type: Staff Full-time Exempt
Location: Alabama
Categories: Administrative - Professional

Purpose of the Position:

The Executive Operations Coordinator provides high-level coordination and operational support within the Office of the President. The position plays a key role in planning and executing presidential events, meetings, and activities; coordinating with internal and external stakeholders; and supporting the effective operation of the President’s Office. The position requires exceptional organizational and interpersonal skills; the ability to anticipate needs, manage competing priorities, and meet deadlines; sound judgment and discretion when handling confidential and sensitive matters; and the ability to represent the Office of the President in a professional and welcoming manner.

Key Responsibilities Include

Executive Event Management

• Plan, coordinate, and execute presidential events, meetings, receptions, dinners, ceremonies, and special programs in collaboration with Special Events staff, cabinet members, and other university partners.
• Coordinate event logistics, including venues, catering, invitations, guest lists, agendas, room arrangements, audiovisual needs, parking, transportation, hospitality, décor, and other event requirements.
• Develop and maintain event timelines, checklists, run-of-show documents, briefing materials, and other planning tools.
• Serve as the primary operational contact for assigned presidential events and activities.
• Anticipate event needs and potential challenges and proactively develop solutions to ensure successful execution.

Presidential and Executive Operations

• Provide operational support for the Office of the President on special projects, initiatives, meetings, and activities.
• Coordinate meeting and executive activity logistics involving the President and senior university leaders, including agendas, briefing materials, schedules, talking points, itineraries, room arrangements, technology, and other supporting information.
• Maintain detailed event calendars, schedules, timelines, and logistical plans for assigned activities and monitor related deadlines and commitments.
• Ensure presidential events and activities reflect the University's standards, values, and institutional priorities.

Administrative and Operational Support

• Assist with office projects, operational initiatives, and special assignments in support of the President and the mission and priorities of the University.
• Perform other duties as assigned in support of the President and the mission and priorities of the University.
• Provide occasional support outside normal business hours for major university events or presidential activities, as required.

Required Qualifications

• Bachelor’s degree from an accredited institution.
• Three to five years of progressively responsible experience in event management, executive administration, higher education administration, hospitality, public relations, or a related field.
• Demonstrated experience coordinating complex events, meetings, or projects involving multiple stakeholders.
• Excellent organizational, time-management, and project-management skills, with exceptional attention to detail and follow-through.
• Demonstrated ability to manage competing priorities, multiple deadlines, and complex assignments while maintaining accuracy and quality.
• Excellent written, verbal, and interpersonal communication skills, with the ability to communicate effectively and professionally with diverse constituencies.
• Demonstrated sound judgment, discretion, tact, and diplomacy when handling sensitive, confidential, and high-profile matters.
• Strong interpersonal, customer-service, and relationship-building skills, with the ability to work effectively with individuals at all levels of an organization.
• Ability to work independently while contributing effectively to a collaborative executive team.
• Proficiency with Microsoft Office or comparable productivity and collaboration tools.

Desired Qualifications:

• Experience working in a college or university environment.
• Experience managing events involving distinguished guests, elected officials, donors, alumni, community leaders, or other high-profile constituents.
• Experience with event-management platforms, scheduling systems, project-management tools, and virtual meeting technologies.
• Knowledge of university administrative structures, policies, procedures, and protocols.
• Experience working with vendors, caterers, venues, and other external service providers.

Published Salary (if available):

$63,000 - $70,000

Advertised:

Oct 01 2026 Central Daylight Time

Please note, job openings are posted for a minimum of three (3) business days and may be removed from the job posting board and filled any time after the minimum posting period has ended.

The University of Alabama in Huntsville is an equal opportunity employer (EOE), including an EOE of protected veterans and individuals with disabilities.