Executive Operations & Hospitality Coordinator

Family & Children's Services; Tulsa (OK); On-site; USD 40,000 - 48,000; Full time

Job summary

Family & Children’s Services seeks an Executive Operations Coordinator to provide centralized administrative, hospitality, and logistical support for the Executive Leadership Team. The role ensures a professional, organized 8th floor environment and supports daily operations, leadership meetings, and executive events.

The position absorbs routine tasks to allow Executive Assistants to focus on higher-level responsibilities, confidential matters, and strategic initiatives relevant to the

Qualifications

• High school diploma or equivalent required
• Experience in reception, administrative support, office operations or hospitality
• Strong organizational and communication skills

Responsibilities

• Serve as the primary point of contact for the 8th floor executive offices.
• Maintain a professional, welcoming, and organized executive office environment.
• Greet visitors and coordinate guest arrival for board members, community partners, and executive visitors as needed.
• Act as an initial routing point for administrative or logistical requests directed to the executive offices.
• Coordinate catering for executive meetings, ELT meetings, leadership retreats, and executive events.
• Place catering orders, confirm delivery details, and assist with setup and breakdown.
• Prepare conference rooms and meeting spaces, including setup, materials placement, and hospitality readiness.
• Provide day-of meeting and event support to ensure smooth execution.
• Oversee readiness of shared executive spaces, including conference rooms, reception areas, and break areas.
• Monitor and maintain inventory of office and printer supplies, beverages, snacks, and hospitality items.
• Coordinate housekeeping or Facilities support to maintain executive offices and shared spaces.
• Proactively identify operational issues and coordinate resolution with appropriate teams.
• Provide routine administrative and logistical backup support to Executive Assistants during high workload periods or absences.
• Assist with document preparation, copying, and assembling meeting materials as assigned.
• Support leadership retreats and recurring executive meetings in coordination with the CEO’s Executive Assistant.

Skills

Reception

Administrative support

Office operations

Hospitality

Customer service

Communication

Organizational skills

Education

High School diploma or equivalent

Job description

Family & Children’s Services seeks an Executive Operations Coordinator to provide centralized administrative, hospitality, and logistical support for the Executive Leadership Team. The role ensures a professional, organized 8th floor environment and supports daily operations, leadership meetings, and executive events.

The position absorbs routine tasks to allow Executive Assistants to focus on higher-level responsibilities, confidential matters, and strategic initiatives relevant to the