Executive Operations Coordinator

RO Intelligence; Vancouver (WA); On-site; USD 80,000 - 100,000; Full time

Job summary

RO Intelligence is looking for an Executive Operations Coordinator to enhance their operational efficiency in Vancouver, WA. This full-time role involves providing executive support, managing internal workflows, and coordinating onboarding processes. The ideal candidate has 3-6 years of experience supporting high-level executives and will help maintain strict confidentiality while managing information and tasks. The compensation range for this position is $80k–$100k annually.

Qualifications

• 3–6 years of experience supporting a CEO or senior executive.
• Experience managing workflows, vendors, and documentation.
• Ability to handle confidential information responsibly.

Responsibilities

• Support COO with scheduling, meeting preparation, and follow-up.
• Maintain company project management systems.
• Manage onboarding checklists and employee documents.

Skills

Executive support

Operations coordination

Follow-through discipline

Documentation

Confidentiality

Communication quality

Job description

Reverse Osmosis Intelligence (ROI) revolutionizes the operation of large-scale desalination assets by unlocking hidden capacity, reducing operating costs, and minimizing operational risks. Through the integration of patented hardware and advanced analytics, ROI addresses critical challenges in the desalination industry. The company is committed to advancing sustainable water solutions and delivering innovative technologies for improved operational efficiency.

Compensation Range: $80k–$100k annual salary

Role Description

This is a full-time, on‑site role for an Executive Operations Coordinator, based in Vancouver WA. ROI Intelligence needs a high‑trust operational coordinator who can reduce drag on the COO and executive team by turning scattered work into visible, trackable, repeatable systems.

This person should help the company move faster by owning the administrative and coordination layer across:

Executive and Administrative

Support

• Support the COO and executive team with scheduling, meeting preparation, follow‑up tracking, and administrative coordination.
• Draft, organize, and send routine internal and external communications as directed.
• Prepare meeting agendas, take notes, identify action items, and track follow‑through.
• Coordinate DocuSign packets, signed documents, onboarding forms, and basic administrative records.
• Help manage executive priorities by organizing tasks, deadlines, and pending decisions.

Operations Coordination

• Maintain and update company project management systems, including Asana or similar platforms.
• Track open tasks, owners, due dates, blockers, and completed items.
• Prepare weekly operational status summaries for leadership.
• Coordinate internal workflows across engineering, legal, finance, HR, vendors, advisors, and contractors.
• Help translate leadership direction into organized task lists, timelines, and follow‑up schedules.

Onboarding and HR

Administration

• Manage employee and contractor onboarding checklists.
• Coordinate offer letters, onboarding documents, confidentiality agreements, invention assignment agreements, tax forms, payroll setup, benefits forms, device assignments, and systems access.
• Maintain organized personnel files and onboarding records.
• Assist with employee handbook distribution, acknowledgment forms, and policy documentation.

Vendor, Contractor, and

• Follow up with vendors, contractors, suppliers, advisors, and outside service providers.
• Track requests for quotes, proposals, deliverables, signed agreements, and pending responses.
• Maintain organized vendor records, contact lists, and contract files.
• Escalate issues, delays, or required decisions to the COO or appropriate executive.

Document and Systems Management

• Organize and maintain company documents in Dropbox, Google Drive, or similar systems.
• Maintain consistent folder structures, naming conventions, version control, and access permissions.
• Support creation and maintenance of internal SOPs, checklists, templates, and process documentation.
• Help create Loom videos or written guides explaining internal procedures.
• Ensure sensitive company information is handled carefully and confidentially.

Project and Process Support

• Support company initiatives related to hiring, onboarding, security protocols, budget tracking, investor/advisor packets, and internal reporting.
• Help prepare materials for board, advisor, investor, vendor, or partner meetings.
• Track milestones and follow‑ups for engineering, software, hardware, corporate, and operational projects.
• Identify process gaps and recommend practical improvements.

This person is a proactive, discreet, detail‑oriented operations coordinator who can support senior leaders, manage ambiguity, follow up across internal and external stakeholders, and keep the COO informed with completed items, blockers, decisions needed, and next steps.

Must‑have Experience

• Experience level: 3–6 years
• Executive support: Supported a CEO, COO, founder, executive team, or senior operator
• Operations coordination: Managed trackers, deadlines, workflows, vendors, documents, onboarding, or internal admin systems
• Follow‑through discipline: Can track owners, due dates, blockers, decisions needed, and completed items
• Documentation: Created or maintained SOPs, checklists, templates, folder structures, process guides, or onboarding docs
• Confidentiality: Has handled HR, legal, finance, executive, personnel, or technical information carefully
• Startup or fast‑moving environment: Comfortable with shifting priorities, incomplete direction, and building processes from scratch
• Communication quality: Can write clear executive summaries, follow‑ups, meeting notes, and weekly updates
• High degree of responsibility, attention to detail, and follow‑through
• Ability to lift up to 30 lbs and perform physical tasks related to event setup and office operations

Ability to travel to other office locations domestically.

Nice‑to‑have Experience

• Startup, technology, clean tech, infrastructure, water, AI, engineering, hardware, manufacturing, or technical product company experience
• Experience with onboarding, HR administration, offer letters, payroll forms, benefits coordination, personnel files, or offboarding
• Experience coordinating legal documents, NDAs, consulting agreements, vendor contracts, or investor/advisor packets
• Familiarity with JumpCloud, Apple Business Manager, MDM systems, Carta, QuickBooks, payroll platforms, or HRIS tools
• Experience supporting technical teams, engineering leaders, product teams, or hardware/software organizations
• Cybersecurity‑conscious administrative practices, including MFA, password managers, access control, and device onboarding

All employment decisions, including the recruiting, hiring, placement, training availability, promotion, compensation, evaluation, disciplinary actions, and termination of employment (if necessary) are made without regard to the employee’s race, color, creed, religion, sex, pregnancy or childbirth, personal appearance, family responsibilities, sexual orientation or preference, gender identity, political affiliation, source of income, place of residence, national or ethnic origin, ancestry, age, marital status, military veteran status, unfavorable discharge from military service, physical or mental disability, or on any other basis prohibited by applicable law.