Executive Operations Coordinator

SUNNY GLEN CHILDRENS HOME INC; Harlingen (TX); On-site; USD 28,000 - 48,000; Full time

Job summary

Sunny Glen Children’s Home seeks an Executive Operations Coordinator to deliver high-level operational and administrative support to the CEO and leadership team. You will manage calendars, prepare reports, and coordinate governance processes while maintaining confidentiality and strong accuracy.

The role requires tech-savviness, initiative, and the ability to adapt workflows. Flexible hours and a fast-paced nonprofit environment are involved, with up to 50% travel in some cases.

Qualifications

• High school diploma or equivalent required.
• College degree preferred.
• Experience in nonprofit operations is a plus.
• Strong organizational and time-management skills required.

Responsibilities

• Provide direct administrative and operational support to the CEO and executive leadership.
• Manage calendars, schedules, meetings, and follow-ups.
• Organize documents, records, and digital files with accuracy and confidentiality.
• Handle sensitive information with professionalism and discretion.
• Prepare weekly and monthly reports for the CEO on key operational metrics and KPIs.
• Track action items from leadership meetings and ensure accountability loops close.
• Support CRM management and data integrity across platforms.

Skills

Project management

Administrative support

Calendar management

Asana

EOS

CRM platforms

AI workflow tools

Microsoft Office

Google Workspace

Written & verbal communication

Multitasking

Education

High school diploma or equivalent

College degree preferred

Tools

Asana

CRM platforms

AI workflow tools

Microsoft Office

Google Workspace

Job description

Job Details: Job Location: Sunny Glen Childrens Home Corporate Office - Harlingen, TX 78550, Position Type: Full Time, Education Level: High School, Salary Range: $20.00 - $35.00 Hourly, Travel Percentage: Up to 50% , Job Shift: Day, Job Category: Business Development

Executive Operations Coordinator

Department: Administrative. Supervisor: Chief Executive Officer. FLSA Status: Non-Exempt. Travel: Up to 50%. Prepared by: Human Resources Department.

Summary

The Executive Operations Coordinator provides high-level operational, administrative, and project coordination support to the Chief Executive Officer and executive leadership at Sunny Glen Children's Home. This role serves as a central point of coordination for leadership priorities, initiative tracking, process improvement, and executive workflow management. The position requires exceptional organization, strong judgment, and the ability to manage multiple priorities with minimal supervision. The Executive Operations Coordinator is proactive, detail-oriented, and capable of anticipating leadership needs while maintaining strict confidentiality. This individual plays a key role in supporting organizational initiatives, tracking action items, coordinating executive projects, and strengthening internal communication and operational efficiency. The ideal candidate is tech-savvy, adaptable, and takes initiative. Flexible hours are required, with the ability to adjust the schedule based on business needs.

Key Responsibilities

Executive & Administrative Support

• Provide direct administrative and operational support to the CEO and executive leadership
• Manage calendars, schedules, meetings, and follow-ups
• Organize documents, records, and digital files with accuracy and confidentiality
• Handle sensitive information with professionalism and discretion
• Prepare weekly and monthly reports for the CEO on key operational metrics and KPIs
• Track action items from leadership meetings and ensure accountability loops close

Technology & Systems Coordination

• Support CRM management and data integrity across organizational platforms and donor management systems
• Assist with AI-powered workflow tools and automation platforms as directed by leadership
• Coordinate with IT on system access, onboarding tech setup, and troubleshooting basic issues
• Maintain and update digital dashboards, trackers, and reporting tools

Strategic Operations Support

• Support the EOS process including preparation for L10 meetings, quarterly rocks tracking, and scorecard updates
• Maintain and distribute the V/TO (Vision/Traction Organizer) and accountability chart updates
• Track Issues List items and ensure follow-through on To-Dos between meetings
• Assist in preparing materials for quarterly and annual planning sessions

Project & Task Management

• Manage and maintain Asana workspaces including task creation, assignments, due dates, and status updates
• Monitor project timelines and flag delays or bottlenecks to leadership proactively
• Create and maintain standard operating procedures (SOPs) for recurring workflows
• Support cross-departmental coordination on organizational initiatives
• Identify inefficiencies and recommend process improvements

Board & Stakeholder Support

• Assist with preparation of board meeting packets, agendas, and minutes
• Coordinate logistics for board meetings, committee meetings, and donor events
• Maintain board member contact information and term tracking
• Support grant reporting timelines and document assembly as needed

Fund Development & Communications Support

• Coordinate donor acknowledgment letters and gift tracking in partnership with Fund Development
• Assist with event logistics for fundraising campaigns and community engagement activities
• Support light content creation for social media, newsletters, or internal communications
• Maintain media and brand asset files

People & Culture Support

• Assist HR with onboarding logistics including document preparation and scheduling
• Help coordinate staff appreciation events, trainings, and internal communications
• Track certification renewals, training completions, and compliance deadlines

Reporting & Accountability

• Prepare weekly and monthly reports for the CEO on key operational metrics
• Track departmental deliverables and follow up with department heads on outstanding items
• Maintain a running action item log from leadership meetings and ensure accountability loops close
• Coordinate tasks, projects, and deadlines using tools such as Asana and EOS

Required Skills & Experience

• Strong organizational and time-management skills
• Excellent written and verbal communication skills
• Experience using Microsoft Office (Word, Excel, Outlook, PowerPoint)
• Experience using Google Workspace (Docs, Sheets, Drive, Calendar)
• Asana or similar project management tools familiarity preferred
• EOS (Entrepreneurial Operating System) familiarity preferred
• Experience with or willingness to learn CRM platforms and AI-assisted workflows
• Social media platforms (basic working knowledge)
• Experience working with policies, procedures, and process documentation
• Ability to multitask and prioritize in a fast-paced environment
• Experience in nonprofit operations a plus
• Ability to exercise independent judgment and work with minimal supervision

Competencies

• Continuous Learning - Assesses own strengths and weaknesses; seeks feedback to improve performance; pursues training and development opportunities; strives to continuously build knowledge and skills; shares expertise with others.
• Job Knowledge - Competent in required job skills and knowledge; exhibits the ability to learn and apply new skills; keeps abreast of current developments; requires minimal supervision; displays understanding of how job relates to others; uses resources effectively.
• Use of Technology - Demonstrates required skills; adapts to new technologies; troubleshoots technological problems; uses technology to increase productivity; keeps technical skills up to date.
• Problem-Solving - Identifies and resolves problems in a timely manner; gathers and analyzes information skillfully; develops alternative solutions; works well in group problem-solving situations; uses reason even when dealing with emotional topics.
• Project Management - Develops project plans; coordinates projects; communicates changes and progress; completes projects on time and budget; manages project team activities.
• Communications - Expresses ideas and thoughts verbally; expresses ideas and thoughts in written form; exhibits good listening and comprehension; keeps others adequately informed; selects and uses appropriate communication methods.
• Cooperation - Establishes and maintains effective relations; exhibits tact and consideration; offers assistance and support to co-workers; works cooperatively in group situations; works actively to resolve conflicts.
• Oral Communication - Speaks clearly and persuasively in positive or negative situations; listens and gets clarification; responds well to questions; demonstrates group presentation skills; participates in meetings.
• Teamwork - Balances team and individual responsibilities; exhibits objectivity and openness to others' views; gives and welcomes feedback; contributes to building a positive team spirit; puts success of team above own interests; able to build morale and group commitments to goals and objectives; supports everyone's efforts to succeed.
• Written Communication - Writes clearly and informatively; edits work for spelling and grammar; varies writing style to meet needs; presents numerical data effectively; able to read and interpret written information.
• Change Management - Develops workable implementation plans; communicates changes effectively; builds commitment and overcomes resistance; prepares and supports those affected by change; monitors transition and evaluates results.
• Leadership - Exhibits confidence in self and others; inspires and motivates others to perform well; effectively influences actions and opinions of others; accepts feedback from others; gives appropriate recognition to others.
• Quality Management - Looks for ways to improve and promote quality; demonstrates accuracy and thoroughness.
• Visionary Leadership - Displays passion and optimism; inspires respect and trust; provides vision and inspiration to peers and subordinates. The position will integrate Sunny Glen’s Core Values throughout their day-to-day operations.
• Business Acumen - Understands business implications of decisions; aligns work with strategic goals.
• Conflict Resolution - Encourages open communications; confronts difficult situations; maintains objectivity; keeps emotions under control; uses negotiation skills to resolve conflicts.
• Cost Consciousness - Works within approved budget; contributes to profits and revenue; conserves organizational resources.
• Ethics - Treats people with respect; keeps commitments; inspires the trust of others; works with integrity and principles; upholds organizational values.
• Organizational Support - Follows policies and procedures; completes administrative tasks correctly and on time; supports organization's goals and values; benefits organization through outside activities.
• Strategic Thinking - Develops strategies to achieve organizational goals; understands organization's strengths & weaknesses; adapts strategy to changing conditions.
• Adaptability - Adapts to changes in the work environment; manages competing demands; changes approach or method to best fit the situation.
• Achievement Focus - Sets and achieves challenging goals; demonstrates persistence and overcomes obstacles; measures self against standard of excellence; recognizes and acts on opportunities.
• Attendance/Punctuality - Is consistently at work and on time; ensures work responsibilities are covered when absent; arrives at meetings and appointments on time.
• Dependability - Follows instructions, responds to management direction; takes responsibility for own actions; keeps commitments; commits to long hours of work when necessary to reach goals; completes tasks on time or notifies the appropriate person with an alternate plan.
• Initiative - Volunteers readily; undertakes self-development activities; seeks increased responsibilities; takes independent actions and calculated risks; looks for and takes advantage of opportunities; asks for and offers help when needed.
• Innovation - Displays original thinking and creativity; meets challenges with resourcefulness; generates suggestions for improving work; develops innovative approaches and ideas.
• Judgment - Displays willingness to make decisions; exhibits sound and accurate judgment; supports and explains reasoning for decisions; includes appropriate people in the decision-making process; makes timely decisions.
• Planning/Organizing - Prioritizes and plans work activities; uses time efficiently; plans for additional resources; sets goals and objectives; organizes or schedules other people and their tasks.
• Quality - Demonstrates accuracy and thoroughness; looks for ways to improve and promote quality; applies feedback to improve performance; monitors own work to ensure quality.
• Quantity - Completes work in a timely manner.
• Safety and Security - Observe safety and security procedures; report potentially unsafe conditions; use equipment and materials properly.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions.

Education and/or Experience

• High school diploma or equivalent required
• College Degree preferred
• Minimum of five (5) years of experience performing administrative duties
• Prior experience supporting executive-level staff preferred
• Must be 21 years of age or older
• Bilingual in English and Spanish preferred

Language Skills

• Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations.
• Ability to write reports, business correspondence, and procedure manuals.
• Ability to effectively present information and respond to questions from groups of managers, clients, and the general public.

Mathematical Skills

• Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
• Ability to compute rate, ratio, and percent.

Certificates, Licenses, Registrations

• Valid Texas Driver's License with an excellent driving record
• Have a record of tuberculosis screening showing the employee is free of contagious TB.

Physical Demands The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions. While performing the duties of this Job, the employee is regularly required to stand, walk; stoop, kneel, crouch, or crawl and talk or hear. The employee is frequently required to use hands to finger, handle, or feel and reach with hands and arms. The employee is occasionally required to sit; climb or balance. The employee must regularly exert up to 25 pounds of force (mopping, lifting groceries, moving furniture, cooking, etc.) and occasionally be able to perform a restraint on youth weighing up to 200 lbs. Must be able to frequently maintain visual and auditory supervision of multiple children. The employee must be able to make quick decisions, tolerate frustration, and be able to always balance mental toughness with compassion. The employee must be able to multitask.

Work Environment The characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions. While performing the duties of this Job, the employee is occasionally exposed to outside weather conditions. The noise level in the work environment is usually loud. The employee must be able to function in a noisy environment.

Notes All services shall be provided in accordance with established standards, principles, and ethics of the profession, applicable professional specialty organizations, and the high-quality standard for which Sunny Glen Children’s Home is recognized.

Sunny Glen is an Equal Opportunity Employer (EOE) and complies with all applicable federal and state employment laws. Employment decisions are based on qualifications, merit, and business needs.

Disclaimer The above statements are intended to describe the general nature and level of work being performed by people assigned to this class classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified.