Executive Operations Coordinator

University City District; Philadelphia (Philadelphia County); On-site; USD 65,000 - 85,000; Full time

Job summary

University City District (UCD) is seeking an organized, proactive Executive Operations Coordinator to ensure administrative, governance, and day-to-day office operations run smoothly. This role serves as a central resource for leadership, the Board of Directors, staff, visitors, vendors, institutional partners, and community stakeholders in a fast-paced environment.

The successful candidate anticipates needs, demonstrates discretion, and manages multiple priorities while coordinating board

Qualifications

• Bachelor's degree preferred or equivalent experience.
• 3–5 years of progressive administrative experience.
• Experience supporting senior leadership or a Board of Directors is preferred.
• Excellent organizational skills and attention to detail.
• Ability to manage competing priorities and deadlines.
• Strong written and verbal communication with stakeholders at all levels.
• Judgment, discretion, and ability to handle confidential information.

Responsibilities

• Coordinate scheduling, calendars, meeting prep for leadership.
• Coordinate logistics for Board and committees.
• Prepare agendas, briefing materials, and documents.
• Maintain calendars, contacts, and organizational records.
• Track decisions and follow-up items from meetings.
• Serve as a professional contact for Board, partners, officials, funders.
• Coordinate travel and leadership administrative needs.
• Handle sensitive information with discretion.
• Support day-to-day office operations and admin needs.
• Coordinate facilities, supplies, vendors, and spaces.
• Welcome visitors and ensure professional experience.
• Coordinate organization-wide meetings and events.
• Maintain files and administrative systems.
• Provide cross-department admin support.
• Coordinate with HR to distribute policies and resources.
• Identify operational issues and improve processes.
• Support staff events and engagement activities.
• Foster a welcoming, collaborative workplace culture.
• Be an approachable resource for admin help.
• Ensure positive experiences for employees and partners.

Skills

Organizational skills

Communication skills

Customer service

Independent work

Education

Bachelor's degree or equivalent

Tools

Microsoft Office

Salesforce

Job description

Executive Operations Coordinator

Position Summary

University City District (UCD) is seeking an organized, proactive, and highly responsive Executive Operations Coordinator to ensure the organization's administrative, governance, and day-to-day office operations run smoothly.

This position serves as a central administrative and operational resource supporting leadership, the Board of Directors, staff, visitors, vendors, institutional partners, and community stakeholders. The ideal candidate anticipates needs, takes initiative, exercises excellent judgment and discretion, and manages multiple priorities in a fast-paced environment.

Key Responsibilities

Board, Leadership & Administrative Support

• Coordinate scheduling, calendars, meeting preparation, and administrative support for organizational leadership, including the President and CEO.

• Coordinate logistics for Board of Directors, Executive Committee, and Board committee meetings.

• Prepare and distribute agendas, presentations, briefing materials, correspondence, and meeting documents.

• Maintain Board calendars, contacts, schedules, and organizational records.

• Track decisions, commitments, deadlines, and follow-up items from leadership and organizational meetings.

• Serve as a professional point of contact for Board members, institutional partners, public officials, funders, community stakeholders, and external partners.

• Coordinate travel, registrations, special projects, and other leadership administrative needs.

• Handle sensitive and confidential information with discretion and sound judgment.

Office & Organizational Operations

• Serve as a central resource for day-to-day office operations and administrative needs.

• Coordinate office maintenance, supplies, equipment, service requests, vendors, conference rooms, and shared resources.

• Welcome visitors and ensure a professional and hospitable experience for guests and external partners.

• Coordinate organization-wide meetings, staff trainings, internal events, office moves, space planning, and facility-related projects.

• Maintain organizational files, records, calendars, and administrative systems.

• Provide administrative support across departments based on organizational priorities.

• Coordinate with Human Resources to maintain and distribute policies, procedures, employee resources, and internal information.

• Proactively identify operational issues and opportunities to improve administrative processes and workplace efficiency.

Organizational Culture & Engagement

• Support staff events, celebrations, employee engagement activities, and workplace initiatives.

• Help foster a welcoming, collaborative, professional, and service-oriented workplace culture.

• Serve as an approachable resource for employees seeking administrative and operational assistance.

• Help ensure employees, visitors, partners, and stakeholders have a positive and professional experience with UCD.

Qualifications

• Bachelor's degree preferred, or an equivalent combination of education and relevant experience.

• 3–5 years of progressively responsible experience in administration, organizational operations, executive support, office management, or a related role.

• Experience supporting senior leadership and/or a Board of Directors preferred.

• Exceptional organizational skills, attention to detail, and follow-through.

• Ability to manage competing priorities, deadlines, schedules, and multiple workstreams.

• Strong written and verbal communication skills and ability to interact professionally with stakeholders at all levels.

• Excellent judgment, discretion, problem-solving skills, and ability to handle confidential information.

• Ability to anticipate needs, recognize priorities, take initiative, and work independently while knowing when to seek guidance.

• Proficiency with Microsoft Office and standard business technology; Salesforce or similar experience is a plus.

• Strong commitment to customer service, collaboration, teamwork, and a positive workplace experience.

What Success Looks Like

Success means bringing structure, responsiveness, and consistent follow-through to UCD's administrative operations. Board and leadership activities are well coordinated, meetings are prepared, deadlines are tracked, and administrative systems operate reliably.

The successful candidate builds trusted relationships while bringing professionalism, discretion, warmth, sound judgment, and a strong service orientation to the role.