Executive Operations Partner

Sterling St James LLC; Pittsburgh (Allegheny County); On-site; USD 55,000 - 75,000; Full time

Job summary

Sterling St James LLC is seeking an organized Operations Coordinator to partner with senior leaders and keep a fast-moving office running smoothly. The role blends executive support, office operations, recruiting coordination, marketing support, business development administration, and project coordination.

The ideal candidate will be proactive, discreet, and capable of working independently and with cross-team collaboration to manage multiple priorities while maintaining attention to detail and

Qualifications

• 5+ years of experience in operations coordination, executive or administrative support, project coordination, or a related role.
• Excellent written and verbal communication skills with strong proofreading and attention to detail.
• High emotional intelligence and the ability to build productive relationships at all levels.
• Ownership, accountability, and follow-through in a fast-paced environment.

Responsibilities

• Provide day-to-day administrative support to senior executives and other key leaders.
• Own complex calendars, meeting schedules, travel arrangements, resolving conflicts, and anticipating changes.
• Coordinate recurring and special meetings, agendas, materials, catering, logistics, and distribution of information.
• Support travel and expense administration and backup for expense reporting.
• Prepare and distribute recurring weekly and monthly reports.
• Handle various administrative projects supporting office and operations.
• Support on-site interview days and candidate experience coordination.
• Coordinate onboarding and offboarding activities and technology access.
• Maintain SOPs and track deadlines across multiple workstreams.
• Assist with marketing vendors, CRM data, and internal communications.

Skills

Communication

Organization

Proactive mindset

Attention to detail

Discretion

Time management

Tools

Microsoft Word

Excel

PowerPoint

Outlook

Concur

Microsoft Teams

Zoom

Job description

Sterling St James LLC is seeking an organized Operations Coordinator to partner with senior leaders and keep a fast-moving office running smoothly. The role blends executive support, office operations, recruiting coordination, marketing support, business development administration, and project coordination.

The ideal candidate will be proactive, discreet, and capable of working independently and with cross-team collaboration to manage multiple priorities while maintaining attention to detail and