Executive Operations Coordinator

Stratadefense; Town of Wausau (WI); On-site; USD 52,000 - 76,000; Full time

Job summary

StrataDefense is seeking an Executive Operations Coordinator to support executives and internal teams through scheduling, communications, and meeting coordination in a fast-paced environment. This role covers calendar management, travel planning, documentation, and follow-up to keep priorities moving.

You will assist with month-end readiness, billing documents, and special projects while maintaining confidential information with discretion. On-site presence in Wausau 25% of the time is expected.

Qualifications

• 2+ years in administrative, project coordination, or operational support.
• Strong organizational and time management skills.
• Excellent written and verbal communication.
• Proficiency with Microsoft Office Suite and calendar tools.
• Ability to handle confidential information with discretion.

Responsibilities

• Provide day-to-day administrative support to executives, including calendar management, meeting scheduling, and correspondence.
• Monitor communications, prioritize incoming messages, and respond or delegate as appropriate to ensure timely follow‑up.
• Coordinate travel arrangements and prepare expense and time reports with accuracy and attention to detail.
• Take meeting minutes, distribute summaries, and track action items to support accountability and progress.
• Organize and maintain digital records to ensure confidentiality, accuracy, and easy retrieval of information.
• Plan and coordinate meetings and events, collaborating with suppliers, clients, and staff to manage logistics and execution.
• Support special projects and research initiatives, helping teams stay organized and move priorities forward.
• Assist with month‑end readiness by monitoring deadlines, reviewing records, and supporting billing‑related documentation and operational follow‑up.
• Support client licensing renewals, hardware destruction, and other operational processes through tracking, documentation, and follow‑up.
• Review ticketing and CRM systems for accuracy and completeness, and follow up with team members as needed.
• Perform additional administrative and project support duties as needed to advance team and organizational goals.

Skills

Calendar management

Time management

Communication skills

Attention to detail

Discretion with confidential info

Education

Associate or Bachelor's in business/admin related

Tools

Microsoft Office Suite

CRM systems

Travel planning tools

Job description

Executive Operations Coordinator

We are looking for a levelheaded, positive, and highly organized Executive Operations Coordinator to support executives and internal teams through scheduling, communication, meeting coordination, documentation, and follow-up. This is an excellent opportunity for someone who enjoys creating structure, keeping priorities moving, and playing a key role in supporting projects and daily operations in a collaborative, fast-paced environment.

Key Responsibilities

• Provide day‑to‑day administrative support to executives, including calendar management, meeting scheduling, and correspondence.
• Monitor communications, prioritize incoming messages, and respond or delegate as appropriate to ensure timely follow‑up.
• Coordinate travel arrangements and prepare expense and time reports with accuracy and attention to detail.
• Take meeting minutes, distribute summaries, and track action items to support accountability and progress.
• Organize and maintain digital records to ensure confidentiality, accuracy, and easy retrieval of information.
• Plan and coordinate meetings and events, collaborating with suppliers, clients, and staff to manage logistics and execution.
• Support special projects and research initiatives, helping teams stay organized and move priorities forward.
• Assist with month‑end readiness by monitoring deadlines, reviewing records, and supporting billing‑related documentation and operational follow‑up.
• Support client licensing renewals, hardware destruction, and other operational processes through tracking, documentation, and follow‑up.
• Review ticketing and CRM systems for accuracy and completeness, and follow up with team members as needed.
• Perform additional administrative and project support duties as needed to advance team and organizational goals.

Qualifications

• Associate degree or bachelor’s degree in business administration, project management, or a related field, or equivalent professional experience.
• 2+ years of experience in an administrative, project coordination, or operational support role.
• Strong organizational and time management skills, with the ability to manage multiple priorities and deadlines effectively.
• Excellent written and verbal communication skills, with a professional and responsive approach.
• Proficiency with Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint, as well as calendar management tools.
• Strong attention to detail and commitment to accuracy in documentation, coordination, and follow‑up.
• Ability to handle confidential information with discretion and professionalism.

Desired Attributes

• Demonstrated initiative‑taking and problem‑solving abilities.
• Strong interpersonal skills and a collaborative approach to teamwork.
• Flexibility and adaptability in a fast‑paced, changing environment.
• Commitment to continuous learning and process improvement.

Reporting Structure

This position reports directly to the Chief Operations Officer.

Location

This position requires being on location in Wausau 25% time.

AAP / EEO Statement

StrataDefense, LLC provides equal employment opportunity to all individuals regardless of their race, color, creed, religion, gender, age, sexual orientation, national origin, disability, veteran status, or any other characteristic protected by state, federal, or local law.