Executive Operations Coordinator

Whalar Group; Dayton (CA); On-site; USD 71,000 - 85,000; Full time

Benefits offered by this job

Medical, Dental, Vision

401k with Employer Matching

Monthly Work from Home Stipend

Professional Development Stipend

Paid Holidays

Life & Disability Insurance

Job summary

The Lighthouse, part of Whalar Group, seeks an Executive Operations Coordinator to optimize leadership time and execution velocity. This hybrid role protects the CEO’s time by owning scheduling, inbox triage, and preparation, while supporting the Chief of Staff with weekly cadences, deadlines, and blockers across time zones.

You’ll coordinate meetings, build agendas, track action items, and ensure follow-through, partnering with internal teams, external partners, and creators to drive

Qualifications

• 5+ years of experience supporting executives, operations, project coordination, or similar roles.
• Exceptional organizational skills with the ability to juggle multiple priorities without losing sight of the details.
• Outstanding calendar management, prioritization, and coordination skills.
• Strong written and verbal communication across all levels of the organization.
• Excellent judgment and discretion handling confidential information.
• Experience with Google Workspace and modern AI tools. Experience with Notion is a plus.
• A curious, solutions-first mindset with the ability to anticipate needs.
• A genuine interest in creators and helping build exceptional experiences for users.
• Collaborative, flexible, and able to adapt as priorities evolve.
• Above all, you're someone people genuinely enjoy working with—you lead with kindness, integrity, and a desire to make those around you successful.

Responsibilities

• Keep our executive team operating at their best by managing complex calendars, scheduling priorities, travel, and day-to-day logistics.
• Act as a trusted partner to senior leaders by managing communications, triaging inboxes, and ensuring important priorities never fall through the cracks.
• Prepare leaders for success by coordinating meetings, building agendas, organizing briefing materials, capturing key decisions, and driving follow-through on action items.
• Support cross-functional projects by tracking timelines, owners, dependencies, and next steps—helping turn ideas into action.
• Build and maintain simple, effective operational systems, documentation, and processes that improve consistency, efficiency, and collaboration across the business.
• Coordinate confidently across internal teams, external partners, and creators while maintaining professionalism, discretion, and exceptional attention to detail.
• Continuously look for opportunities to improve the way we work, bringing organization, structure, and thoughtful solutions to fast-moving challenges.

Skills

Executive support

Calendar management

Cross-functional collaboration

Project coordination

Communication

Discretion

Process improvement

Time management

Attention to detail

Problem solving

Tools

Google Workspace

Notion

Job description

Job Title: Executive Operations Coordinator

Location:On Site in Venice, CA(with NYC time zone support)

Reports to: Chief of Staff & Strategy

The Lighthouse, part of Whalar Group, is a first-ever creative campus and studio playground for the Creator Generation, offering Creators an I.R.L. platform to Learn, Make, and Belong. With Venice, CA already opened, and Brooklyn, NY opening in Fall 2025, and London/EMEA opening in 2026, the campuses are designed to empower and support career Creators and creative professionals, providing a dynamic environment explicitly tailored to their needs. Each campus features state-of-the-art, mixed-use content studios, and hosts impactful programming that empowers members to collaborate, learn, and grow their businesses within a thriving community.

The Lighthouse expands opportunities and creative capabilities, offering Creators a dedicated space to co-create, connect, and lead the businesses shaping creative culture. Learn more: www.thelighthouse.com.

About the role:

The Executive Operations Coordinator is a hybrid executive support and operations role built to increase leadership leverage and execution velocity. The role protects the CEO’s time and attention by owning the flow of scheduling, information, and preparation—so leadership energy stays focused on the highest-value decisions, relationships, and outcomes rather than coordination overhead.

In support of the CEO, this person owns scheduling and calendar management, while maintaining a consistent daily/weekly runway rhythm. They triage messages and inboxes, draft responses when appropriate, flag urgent items, and run a lightweight system so nothing drops. In support of the Chief of Staff, the role functions as an execution backbone for cross-company priorities by maintaining a weekly operating cadence, tracking owners, deadlines, dependencies, and blockers, and escalating when work stalls. This role requires proactive, calm, high-judgment execution: organized but not precious, warm with people and firm with timelines, and able to coordinate across time zones.

Here’s what you’ll do day-to-day:

• Keep our executive team operating at their best by managing complex calendars, scheduling priorities, travel, and the day-to-day logistics that keep everything moving.
• Act as a trusted partner to senior leaders by managing communications, triaging inboxes, and ensuring important priorities never fall through the cracks.
• Prepare leaders for success by coordinating meetings, building agendas, organizing briefing materials, capturing key decisions, and driving follow-through on action items.
• Support cross-functional projects by tracking timelines, owners, dependencies, and next steps—helping turn ideas into action.
• Build and maintain simple, effective operational systems, documentation, and processes that improve consistency, efficiency, and collaboration across the business.
• Coordinate confidently across internal teams, external partners, and creators while maintaining professionalism, discretion, and exceptional attention to detail.
• Continuously look for opportunities to improve the way we work, bringing organization, structure, and thoughtful solutions to fast-moving challenges.

Here’s what we’re looking for:

We're looking for someone who thrives in fast-moving environments and genuinely enjoys bringing order to complexity. You're proactive, highly organized, and happiest when helping leaders and teams operate at their best.

Ideally, you'll bring:

• 5+ years of experience supporting executives, operations, project coordination, or similar business support roles.
• Exceptional organizational skills with the ability to juggle multiple priorities without losing sight of the details.
• Outstanding calendar management, prioritization, and coordination skills.
• Strong written and verbal communication, with the confidence to work across all levels of an organization.
• Excellent judgment and discretion when handling confidential information and sensitive situations.
• A natural instinct for building better processes, documentation, and lightweight systems that make work easier for everyone.
• Experience with Google Workspace and modern AI tools. Experience with Notion is a plus.
• A curious, solutions-first mindset with the ability to anticipate needs before they're asked.
• A genuine interest in creators, creative businesses, and helping build exceptional experiences for the people who use The Lighthouse.
• A collaborative approach, a willingness to roll up your sleeves, and the flexibility to adapt as priorities evolve.
• Above all, you're someone people genuinely enjoy working with—you lead with kindness, integrity, and a desire to make those around you successful.

Salary & Benefits:

At The Lighthouse, we're committed to salary transparency and ensuring we're building equitable, competitive compensation practices. The salary range for this role is $71,000–$85,000 per year, with the final offer determined by factors such as experience, skills, and overall alignment with the role. In addition to base salary, you'll have access to a comprehensive benefits package and the opportunity to be part of a team that's building the future of the creator economy.

• Medical, Dental, Vision
• PTO + Sick Time + Paid Holidays
• HSA, FSA, and Commuter + Parking Benefits
• Company Paid Life & Disability Insurance
• Voluntary Life Insurance Policy
• Voluntary Hospital and Critical Illness Insurance
• Employee Assistance Program
• 401k with Employer Matching. No Vesting Period.
• Monthly Work from Home Stipend
• Yearly Professional Development Stipend

Our values:

At The Lighthouse, diversity, equity, and inclusion (DEI) isn't just a statement, it's our collective strength. Our people are our superpower. A diverse team and inclusive leadership have shaped Whalar since our inception in 2016, fueling a constant evolution of growth. We champion a culture of respect and empathy, fostering a sense of belonging that transcends demographics. We hire individuals of all backgrounds and empower them to thrive, challenge stereotypes, and actively break societal barriers.

The Lighthouse provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. Equal opportunity extends to all aspects of the employment relationship, including hiring, promotions, training, working conditions, compensation, and benefits.