Executive Operations Lead

Saab, Inc.; City of Syracuse (NY); On-site; USD 116,000 - 151,000; Full time

Benefits offered by this job

Medical, vision, and dental insurance

Generous paid time off including 8 hol

401(k) with employer contributions

Tuition assistance and student loan

Wellness and employee assistance

Employee stock purchase opportunities

Short-term and long-term disability

Job summary

Saab, Inc. in Syracuse, NY is seeking an Executive Operations Lead to partner with the CEO and Chief of Staff, shaping the operating rhythm and driving efficiency in the executive office.

Responsibilities include calendar/travel management, executive communications, and coordination of meetings, materials, and cross-functional initiatives to enable senior leaders to focus on strategic priorities.

Qualifications

• 7+ years of experience supporting C-Suite executives, ideally a CEO, in a tech company.
• Ability to take ambiguous requests and drive them to completion with minimal oversight.
• Experience leveraging tools to improve operational efficiency and workflows.
• Able to prepare clear, data-driven materials and streamline processes.
• Capability to build and evolve prioritization and planning systems.
• Strong written and verbal communication with discretion for senior leaders.
• Proficiency with MS Office applications and related collaboration tools.

Responsibilities

• Own and evolve the CEO’s operational rhythm with planning systems and communication frameworks.
• Develop and maintain understanding of efficiency tools such as SharePoint, co-pilot, Power BI.
• Coordinate preparation and delivery of executive communications and materials.
• Track priorities with leaders and ensure deliverables stay on track.
• Prepare and oversee executive level meeting materials and readouts.
• Coordinate complex domestic and international travel; manage expenses and contracts.
• Support leadership forums and company events to ensure outcomes are actionable.
• Coordinate interview processes for executive and leadership roles.
• Advance initiatives autonomously with sound judgment amid ambiguity.

Skills

C-Suite support

Self-sufficiency

Operational efficiency tools

Data-driven analysis

Operational systems

Executive communication

MS Office proficiency

Discretion

Tools

SharePoint

Co-pilot

Power BI

Microsoft Outlook

Teams

PowerPoint

Word

Excel

Job description

Job Description:

Saab, Inc. is looking for an exceptional Executive Operations Lead for the office of the CEO to serve as a trusted partner and to help enable the effectiveness of our most senior leaders. This role extends beyond traditional executive administrative support. The Executive Operations Lead is responsible for creating the structure, preparation and operating discipline that allows the CEO and Executive Team to focus their time and attention on the organization’s highest priorities. Combining sophisticated executive support with leadership team operations, meeting and event management, office operations and special projects, this individual will anticipate needs, connect dots, solve problems and continuously improve how the executive office operates.

The Executive Operations Lead will be closely embedded in the CEO’s office and partnering with the Chief of Staff to support an effective operating rhythm. The ideal candidate is highly organized, proactive, resourceful and comfortable operating with discretion in a fast-paced and evolving environment. You will master the fundamentals including complex calendar management, travel, logistics, expenses, executive preparation and meeting coordination while operating several steps ahead. You will bring strong judgment, executive presence, and a continuous improvement mindset, recognizing that support is not simply about managing what is happening today but anticipating what is needed next.

Specific responsibilities will include:

• Own and evolve the CEO’s operational rhythm in partnership with the Chief of Staff, including calendar prioritization, planning systems and communication frameworks.
• Develop and maintain deep understanding of modern efficiency tools such as SharePoint, co-pilot, power BI and work with IT to incorporate utilization into CEO routines and operating rhythms.
• Partner with Corporate Affairs to coordinate the preparation and delivery of executive communications including coordinating the collection, consolidation, version control and final assembly of presentations and materials.
• Partner with direct manager and senior leaders to track priorities, drive completion of key deliverables and surface what needs attention before it becomes urgent.
• Prepare and oversee executive level meeting materials, briefings and readouts including capturing what was said.
• Coordinate complex domestic and international travel; manage expenses, purchase orders, contracts and budget tracking as needed.
• Support leadership forums (e.g. team meetings, off-sites, all hands meetings, company events) to ensure they are well-prepared, outcome-driven, and actionable.
• Coordinate interview processes for executive and other critical leadership positions.
• Facilitate management of executive level consultants including management of the MNM process, invoice tracking, NDAs, etc.
• Advance key initiatives on behalf of the executive, operating autonomously and exercising sound judgment amid ambiguity, while demonstrating resilience, adaptability and ownership.

Compensation Range: $115,700 - $150,500

The compensation range provided is a general guideline. When extending an offer, Saab, Inc. considers factors including (but not limited to) the role and associated responsibilities, location, and market and business considerations, as well as the candidate's work experience, key skills, and education/training.

Skills and Experience:

• 7+ years of experience supporting C-Suite executives ideally a CEO or equivalent in a high growth or scaling technology company.
• Highly self-sufficient and proactive, able to take ambiguous or incomplete requests, figure out what’s needed and drive them to completion with minimal oversight.
• Demonstrated experience leveraging tools to improve operational efficiency, communications and executive support workflows.
• Analytical and resourceful, able to leverage data and tools to prepare clear insight-driven materials and streamline workflows.
• Ability to build and evolve operational systems for prioritization, performance tracking and executive-level planning.
• Strong executive communication skills including writing, editing, and managing sensitive communications on behalf of senior leaders with clarity, discretion and the right tone for every audience.
• Strong proficiency with Microsoft outlook, Teams, PowerPoint, Word and Excel.
• Exceptional discretion with sensitive information, meaning you are trusted, honest and dependable without exception.

Citizenship Requirements:

Must be a U.S. citizen. Applicants selected may be subject to a government security investigation and must meet eligibility requirements for access to classified information.

Drug-Free Workplaces:

Saab is a federal government contractor and adheres to policies and programs necessary for sustaining drug-free workplaces. As a condition of employment, candidates will be required to pass a pre-employment drug screen.

Benefits:

Saab provides an excellent working environment offering professional growth opportunities, competitive wages, work-life balance, a business casual atmosphere and comprehensive benefits.

Highlights include:

• Medical, vision, and dental insurance for employees and dependents
• Generous paid time off, including 8 designated holidays
• 401(k) with employer contributions
• Tuition assistance and student loan assistance
• Wellness and employee assistance resources
• Employee stock purchase opportunities
• Short-term and long-term disability coverage

About Us:

Saab is a leading defense and security company with an enduring purpose, to help nations keep their people and society safe. Empowered by its 28,000 talented people, Saab constantly pushes the boundaries of technology to create a safer and more sustainable world. In the U.S., Saab delivers advanced technology and systems, supporting the U.S. Armed Forces and the Federal Aviation Administration, as well as international and commercial partners. Headquartered in Syracuse, New York, the company has business units and local employees in ten U.S. locations.

Saab is a company where we see diversity as an asset and offer unlimited opportunities for advancing in your career. We are also a company that respects each person’s needs and encourage employees to lead a balanced, rewarding life beyond work. Saab values diversity and is an affirmative Action employer for protected veterans and individuals with disabilities. Saab is an Equal Employment Opportunity employer, all qualified individuals are encouraged to apply and will be considered for employment without regard to race, color, religion, national origin, sex (including pregnancy), sexual orientation, gender identity, age, veteran, disability status, or any other federal, state, or locally protected category.