Executive Operations Coordinator

Metafit | TrimRX; Del Mar (CA); On-site; USD 65,000 - 75,000; Full time

Job summary

TrimRx is seeking an Executive Operations Coordinator for its Del Mar, CA headquarters. This in-person role supports office operations and four executive stakeholders, with calendar management, travel coordination, and expense administration as core duties.

You will ensure a seamless office experience, coordinate events, prepare meeting materials, and handle confidential communications with discretion. Strong organizational skills and proactive problem-solving are essential.

Qualifications

• 3+ years of experience in administrative, receptionist, office coordination, or workplace operations roles.
• Experience supporting multiple stakeholders or executives simultaneously, with strong prioritization skills.
• Proficiency with Google Workspace, Microsoft Office, calendar management, and expense tools.
• Excellent verbal and written communication skills.
• Ability to manage sensitive and confidential information with discretion and professionalism.

Responsibilities

• Front Desk and Workplace Experience: greet visitors, manage office environment, handle deliveries and mail.
• Office Operations and Administrative Support: assist with scheduling, events, and documentation.
• Executive Support: manage calendars, prepare agendas, arrange meetings and travel, handle confidential correspondence.
• Travel Coordination: plan flights, hotels, transportation, and itineraries.
• Expense Management: process reimbursements and collect receipts.

Skills

Calendar management

Expense management

Executive support

Spanish proficiency

Tools

Google Workspace

Microsoft Office

Job description

This is an in-person position, located in our headquarters in Del Mar, CA.

Compensation Range: $65,000 - $75,000

About TrimRx

TrimRx is redefining what responsible healthcare looks like in the GLP-1 space. While much of the market optimizes for speed and volume, we optimize for outcomes - owning the experience after the prescription and designing care that works in real life.

As we scale, building a thoughtful, disciplined, people-first organization is not optional, it is foundational to delivering safe, ethical, high-quality healthcare.

Role Overview

The Executive Operations Coordinator serves as the operational hub of the TrimRx office experience while also providing dedicated administrative support to members of executive leadership.

This is a dual-scope role. The majority of the position (approximately 80%) is focused on office operations and workplace support that keeps the Del Mar office running smoothly day-to-day. The remaining scope (approximately 20%) functions as a director-level executive assistant capacity, providing calendar management, meeting preparation, travel coordination, and administrative support.

You will own office coordination, travel logistics, expense administration, and workplace support functions that ensure employees, visitors, and leadership experience a seamless operational environment — alongside a trusted, high-visibility executive support function for four key stakeholders. This role requires exceptional organization, attention to detail, discretion, and responsiveness.

This is a highly visible administrative and executive support position for someone who thrives in fast-moving environments, anticipates needs proactively, and takes pride in operational reliability and execution quality. This role reports directly to the Director of People and Culture and works closely with leadership and cross-functional teams across the organization.

Key Responsibilities

Front Desk and Workplace Experience

• Serve as a point of contact for visitors, vendors, and incoming communications
• Maintain a professional, organized, and welcoming office environment
• Manage office access, deliveries, mail, and package coordination
• Coordinate conference room scheduling and office readiness for meetings
• Ensure common areas, kitchen spaces, and reception areas remain organized and fully stocked

Office Operations and Administrative Support

• Support leadership and team members with scheduling, calendar coordination, and administrative tasks
• Assist with company events, internal meetings, and operational logisticsli>
• Maintain organized records, documentation, and administrative systems

Executive Support

• Serve as the dedicated point of administrative support for four executive stakeholders
• Manage and prioritize calendars across executives, proactively resolving scheduling conflicts
• Prepare agendas, materials, and logistics for executive meetings, offsites, and leadership sessions
• Handle confidential correspondence, documents, and communications with a high degree of discretion
• Anticipate the needs of each stakeholder and proactively flag scheduling or logistical conflicts before they escal…"

Travel Coordination

• Manage business travel planning for team members and leadership
• Coordinate flights, hotels, transportation, and itinerary preparation
• Ensure travel arrangements align with company policies and operational timelines
• Handle travel changes, cancellations, and scheduling adjustments as needed

Expense Management

• Manage employee expense reimbursement workflows, including for the four executive stakeholders
• Collect, organize, and maintain receipts and supporting documentation
• Assist with invoice coordination and vendor communication

Qualifications

Required

• 3+ years of experience in administrative, receptionist, office coordination, or workplace operations roles
• Experience supporting multiple stakeholders or executives simultaneously, with strong prioritization skills
• Proficiency with Google Workspace, Microsoft Office, calendar management, and expense tools
• Strong organizational and multitasking capabilities with high attention to detail
• Excellent verbal and written communication skills
• Ability to manage sensitive and confidential information with discretion and professionalism
• High operational follow-through with a proactive, solutions-oriented approach
• Proficiency in Spanish (being able to read and write proficiently)

Preferred

• Experience supporting fast-paced startup or high-growth environments
• Prior experience as an executive assistant, director's assistant, or supporting C-level/founder-level stakeholders
• Experience coordinating executive or team travel logistics

What Success Looks Like

• Office Readiness & Organization: Maintaining a consistently organized, fully stocked, and operationally efficient office environment
• Administrative Responsiveness: Timely handling of scheduling, travel coordination, reimbursements, and operational requests
• Executive Support Reliability: Accurate, proactive calendar and meeting management across all four executive stakeholders with minimal conflicts or missed logistics
• Travel Coordination Accuracy: Minimal travel disruptions, booking errors, or missed logistics
• Expense Processing Reliability: Accurate and timely reimbursement and documentation workflows
• Team & Leadership Experience Quality: Positive feedback from both the broader team and the executive stakeholders regarding responsiveness and support
• Operational Ownership: Ability to proactively identify and solve administrative or operational gaps before escalation is required