Executive Operations Coordinator

ARDX; Norfolk (VA); On-site; USD 52,000 - 78,000; Full time

Job summary

ARDX in Norfolk, VA is seeking an experienced administrative professional to provide comprehensive support to the executive and team. You will manage calendars, prepare materials, coordinate meetings and travel, and handle confidential information with discretion.

The role emphasizes leveraging generative AI tools to enhance productivity, streamline workflows, and draft communications. Strong MS Office skills and Jira experience are preferred.

Qualifications

• Bachelor's degree required.
• 5 years of professional administrative, office, or related experience.
• Experience using generative AI tools (e.g., ChatGPT, Microsoft Copilot) in a professional environment to improve productivity.
• Proficient with MS Office (Outlook, Word, Excel, PowerPoint).
• Experience with Jira preferred.

Responsibilities

• Provide general administrative support to assigned leaders and team members.
• Manage calendars, schedule appointments, and coordinate routine meetings.
• Prepare meeting agendas, materials, presentations, correspondence, and other documents as requested.
• Coordinate meeting logistics, including conference rooms, virtual meeting links, materials, and refreshments when applicable.
• Coordinate communication with executive team members.
• Monitor and organize departmental email, correspondence, files, and records.
• Draft and format routine emails, letters, reports, and other business communications.
• Maintain electronic and physical filing systems and ensure records are organized and accessible.
• Enter, maintain, and retrieve information from organizational systems, spreadsheets, databases, and other administrative tools.
• Assist with travel arrangements, expense reports, purchasing, invoices, and other routine administrative transactions.
• Track deadlines, action items, and administrative deliverables and provide appropriate reminders.
• Receive and appropriately route telephone calls, visitors, inquiries, and correspondence.
• Support departmental projects, events, meetings, and special initiatives as assigned.
• Maintain confidentiality when handling sensitive business, employee, customer, or organizational information.
• Identify opportunities to improve administrative processes and office efficiency. Leverage approved generative AI tools to improve administrative efficiency, including drafting correspondence, summarizing information, preparing meeting materials, developing presentations, and organizing content.
• Use AI-assisted tools to research, analyze, and synthesize information to support departmental activities and decision-making.
• Identify appropriate opportunities to automate or streamline routine administrative processes using AI and other technology.
• Review and validate AI-generated content for accuracy, completeness, tone, and appropriateness before use.
• Ensure the responsible use of AI in accordance with organizational policies regarding confidentiality, privacy, security, and proprietary information.
• Perform other administrative duties as assigned.

Skills

Administrative experience

Generative AI usage

MS Office proficiency

Education

Bachelor's degree

Tools

MS Office

Jira

Job description

Description

Essential Duties & Responsibilities

• Provide general administrative support to assigned leaders and team members.
• Manage calendars, schedule appointments, and coordinate routine meetings.
• Prepare meeting agendas, materials, presentations, correspondence, and other documents as requested.
• Coordinate meeting logistics, including conference rooms, virtual meeting links, materials, and refreshments when applicable.
• Coordinate communication with executive team members.
• Monitor and organize departmental email, correspondence, files, and records.
• Draft and format routine emails, letters, reports, and other business communications.
• Maintain electronic and physical filing systems and ensure records are organized and accessible.
• Enter, maintain, and retrieve information from organizational systems, spreadsheets, databases, and other administrative tools.
• Assist with travel arrangements, expense reports, purchasing, invoices, and other routine administrative transactions.
• Track deadlines, action items, and administrative deliverables and provide appropriate reminders.
• Receive and appropriately route telephone calls, visitors, inquiries, and correspondence.
• Support departmental projects, events, meetings, and special initiatives as assigned.
• Maintain confidentiality when handling sensitive business, employee, customer, or organizational information.
• Identify opportunities to improve administrative processes and office efficiency. Leverage approved generative AI tools to improve administrative efficiency, including drafting correspondence, summarizing information, preparing meeting materials, developing presentations, and organizing content.
• Use AI-assisted tools to research, analyze, and synthesize information to support departmental activities and decision-making.
• Identify appropriate opportunities to automate or streamline routine administrative processes using AI and other technology.
• Review and validate AI-generated content for accuracy, completeness, tone, and appropriateness before use.
• Ensure the responsible use of AI in accordance with organizational policies regarding confidentiality, privacy, security, and proprietary information.
• Perform other administrative duties as assigned.

Requirements

Qualifications

• Bachelor's degree
• 5 years of professional administrative, office, or related experience
• Demonstrated experience using generative AI tools (e.g., ChatGPT, Microsoft Copilot, or comparable platforms) in a professional environment to improve productivity, communication, research, and administrative processes
• Proficient if MS Office (i.e., Outlook, Word, Excel, PowerPoint)
• Experience with Jira preferred