Executive Operations Coordinator

Emblem; Chino (CA); On-site; USD 65,000 - 90,000; Full time

Job summary

Emblem is seeking an Executive Operations Coordinator to work closely with the two co-founders, owning a mix of executive support, business operations, and system optimization. The role involves turning conversations into actionable plans, drafting SOPs, and coordinating internal initiatives as the company grows.

The right candidate will be highly organized, proactive, tech-savvy, and able to manage multiple priorities while learning new software and improving processes.

Qualifications

• College degree preferred, or equivalent professional experience
• Strong Excel and data reporting capabilities
• Experience in startup or fast-moving environments is a plus

Responsibilities

• Provide direct administrative and operational support to Emblem's two co-founders
• Manage calendars, schedule meetings and calls, and coordinate follow-up
• Help monitor executive email, flag items that require attention, and manage correspondence
• Draft and respond to routine communications as appropriate
• Research vendors, software, and business opportunities as needed
• Organize meetings, prepare materials, and track open items and next steps
• Help troubleshoot office and technology issues and support internal projects

Skills

Excel

Data reporting

Systems thinking

Project coordination

Written SOPs

Education

College degree preferred

Tools

Airtable

CRM systems

Outlook

Microsoft 365

Canva

Slack

QuickBooks

Job description

Emblem is a growing commercial furniture manufacturer specializing in custom upholstered banquettes, booths, modular seating, and lounge furniture for commercial spaces.

We are looking for a highly capable, organized, and tech-savvy Executive Operations Coordinator to work directly with our two co-founders and help us operate more effectively as we grow.

This is a unique role that combines executive support, business operations, systems and process improvement, and coordination of internal company initiatives. We need someone who is equally comfortable scheduling a meeting, building an Excel report, figuring out a new software platform, drafting an SOP, or turning a conversation about a company priority into an organized plan with owners and deadlines.

We are looking for someone who doesn't just complete tasks. The right person notices what is missing, sees when something could work better, and takes initiative to help solve it.

This position will have broad exposure to the business and significant opportunity to grow. For the right person, we see the role evolving over time toward greater responsibility.

What You'll Do

Executive & Administrative Support

• Provide direct administrative and operational support to Emblem's two co-founders
• Manage calendars, schedule meetings and calls, and coordinate follow-up
• Help monitor executive email, flag items that require attention, and make sure important communication doesn't get lost
• Draft and respond to routine correspondence when appropriate
• Research vendors, sales representatives, software, business opportunities, and other topics as needed
• Help organize meetings, prepare materials, and track open items and next steps
• Handle a variety of day-to-day administrative needs and help troubleshoot office and technology issues

Internal Projects & Follow-Through

You will also help us organize and move forward internal business initiatives. These are not customer furniture projects. They are projects related to improving and growing the company.

• Help translate founder priorities into clear internal project briefs, Impact Filters, action plans, or timelines
• Identify project goals, owners, deadlines, milestones, and follow-up points
• Coordinate kickoff and follow-up meetings
• Track agreed-upon next steps and help make sure internal priorities continue moving
• Prompt leadership and project owners when deadlines or reviews are approaching
• Help prepare simple status updates and identify where initiatives may be stalled

You will not necessarily be the person responsible for completing every project. Your role is to help create clarity, organization, and accountability around the work that needs to be done.

Systems, Processes & SOPs

We are particularly interested in someone who naturally thinks in systems and looks for ways to make work easier and more repeatable.

• Identify recurring processes that should be documented or standardized
• Draft and maintain SOPs, checklists, templates, and other internal documentation
• Help organize company procedures and resources so employees can easily find and use them
• Identify inefficient or overly manual processes and recommend better approaches
• Help implement new systems and workflows
• Look for opportunities to automate repetitive work and reduce duplicate effort
• Learn how different parts of Emblem operate and help connect information and processes across the company

We want someone who notices, "We do this the same way every month. Why isn't there a process for it?" and is willing to help create one.

Sales, Rep & Business Support

• Develop strong working relationships with Emblem's independent sales representatives
• Coordinate recurring rep calls, meetings, materials, and follow-up
• Prepare monthly sales commission reports
• Maintain rep contact information, territories, and sales resources
• Research potential representatives and markets as requested
• Help route sales inquiries and quote requests to the appropriate team member
• Support our Pre-Production and Client Services teams with administrative tracking and coordination
• Help make sure requests have clear ownership and don't fall through the cracks

Technology, Reporting & Company Materials

• Maintain and improve information in Airtable, CRM systems, spreadsheets, and other company platforms
• Create trackers, reports, templates, and simple dashboards
• Assist with employee setup in Outlook, Microsoft 365, Slack, and other company systems
• Help troubleshoot basic technology issues and coordinate outside support when needed

Update price lists, presentations, and sales materials

Assist with Canva, social media posting, and light marketing coordination

Explore ways to use AI, automation, and other technology to improve productivity

What We're Looking For

More important than your exact previous title is how you work.

You are:

• Extremely organized, proactive, and dependable
• Comfortable managing multiple priorities and following through consistently
• Tech-savvy and confident learning new software
• Very strong in Excel and comfortable working with reports and data
• A systems thinker who enjoys improving how work gets done
• Able to turn a conversation or idea into an organized plan
• Comfortable writing SOPs, procedures, project briefs, and internal documentation
• Comfortable communicating with executives, employees, clients, vendors, and sales representatives
• Resourceful and willing to research unfamiliar problems rather than waiting for someone else to solve them
• Able to work independently without needing detailed instructions for every task
• Comfortable respectfully following up with busy people and keeping priorities visible
• Curious about how a business works and interested in understanding the company as a whole
• Discreet and trustworthy with confidential business and employee information
• College degree preferred, or equivalent professional experience

Helpful Experience

Experience with some of the following would be helpful:

• Microsoft Excel
• Outlook and Microsoft 365
• Airtable
• Method:CRM or another CRM platform
• QuickBooks
• Slack
• Project or task-management platforms
• Social media platforms and scheduling tools
• ChatGPT and other AI tools
• Workflow automation and productivity software

You do not need to know every platform we currently use. We care much more about your ability to learn new technology quickly, figure things out, and use technology thoughtfully to make work faster and more organized.

Experience in a startup, growing small business, founder-led company, creative business, or other fast-moving environment where people wear multiple hats is a plus. Furniture or manufacturing experience is not required.

About the Right Fit

This role is ideal for someone who enjoys being at the center of a growing business and likes both the details and the bigger picture.

You may currently be an Executive Assistant, Operations Coordinator, Business Operations Associate, Project Coordinator, Office Manager, Founder's Associate, or something entirely different.

What matters is that you are the kind of person who sees a loose end and wants to tie it up. You like creating order. You enjoy learning how things work. You don't mind switching between a spreadsheet, an executive calendar, a systems problem, a rep call, and an internal project in the same day.

Initially, this position will include meaningful hands-on executive and administrative support. As Emblem grows, a highly capable person will have the opportunity to take on increasing responsibility for internal initiatives, executive priorities, cross-functional coordination, and company operations.

We are looking for someone who wants to grow with the business and become an increasingly trusted partner to our founders and leadership team.