Executive Operations Partner

GRAND Mental Health; Tulsa (OK); On-site; USD 110,000 - 160,000; Full time

Job summary

GRAND Mental Health in Tulsa, OK seeks an Executive Operations Partner to support the EVP/COO and leadership team. The role blends executive office management, operational coordination, and strategic follow-through to advance priorities.

The ideal candidate has 5+ years supporting senior executives, strong data-driven decision support, and exceptional communication. A master’s degree is preferred in related fields and experience in healthcare or human services is valued.

Qualifications

• 5+ years supporting senior executives in fast-paced environments.
• Experience supporting COO/CEO-level leaders preferred.
• Proven ability to interpret KPIs and dashboards for leadership.
• Strong written and verbal communication with executive audiences.
• Discretion and confidentiality in handling sensitive information.
• Bachelor’s degree required; master’s degree preferred in related field.

Responsibilities

• Serve as primary strategic and operational support for the EVP and COO.
• Coordinate calendars, meetings, and briefing materials for leadership.
• Prepare executive summaries, dashboards, and follow-up items.
• Track initiatives, decisions, and commitments across portfolios.
• Translate priorities into organized workplans and rhythms.
• Communicate across departments and external partners with professionalism.

Skills

Emotional intelligence

Executive support

Data interpretation

KPI dashboards

Communication

Discretion & confidentiality

Relationship management

Organizational skills

Adaptability

Education

Bachelor’s degree

Master’s degree preferred

Tools

Dashboards

Job description

The Executive Operations Partner is a trusted, high-impact partner to the Executive Vice President and Chief Operating Officer and the broader Operations leadership team. This role blends executive office management, operational coordination, strategic follow-through, data-informed decision support, and leadership team enablement to help advance organizational priorities. The Executive Operations Partner helps manage executive priorities, protect leadership time, prepare for key meetings, coordinate cross-functional work, track decisions and commitments, interpret operational KPIs and performance trends, support executive communications, and ensure disciplined follow-through on operational initiatives. The ideal candidate brings exceptional judgment, discretion, emotional intelligence, executive presence, strong communication skills, comfort working with dashboards and performance data, and the ability to bring structure, clarity, and momentum to a fast-paced nonprofit healthcare environment.

EDUCATION AND EXPERIENCE

• 5+ years in roles supporting senior executives, such as Executive Business Partner, Executive Assistant to a senior executive, Executive Operations Partner, Operations Coordinator, or similar leadership support role, with proven success in complex, fast-paced environments.
• Preferred experience directly supporting an executive-level leader, ideally a COO, CEO, President, Senior Vice President, or comparable senior executive with broad organizational scope.
• Experience supporting multiple senior leaders, coordinating leadership team routines, and managing confidential executive priorities across departments.
• Demonstrated experience organizing, interpreting, and communicating operational metrics, KPIs, dashboards, reports, or performance trends to support leadership decision-making.
• Experience in nonprofit, healthcare, behavioral health, human services, or multi-site organizations preferred.
• Bachelor’s degree required; master’s degree in business, healthcare administration, public administration, organizational leadership, data analytics, or a related field preferred.

KNOWLEDGE AND SKILLS

• Strong emotional intelligence with the ability to build trusted relationships, navigate sensitive situations, and maintain a professional executive presence.
• Demonstrated success supporting senior executive leaders in a fast-paced, mission-driven environment with shifting priorities, confidential matters, and high expectations for responsiveness.
• Strong business judgment with the ability to understand executive priorities, anticipate needs, identify issues requiring escalation, and support timely decision-making.
• Ability to accurately interpret KPIs, dashboards, scorecards, and operational performance trends, including identifying variance, risk, follow-up needs, and questions requiring clarification.
• Ability to synthesize complex data and operational information into clear, concise executive summaries, briefing materials, meeting notes, and follow-up reports.
• High attention to accuracy and data integrity, with the discipline to verify information, reconcile inconsistencies, and avoid overstatement when preparing executive materials.
• Ability to manage access, prioritize requests, route issues appropriately, and protect the EVP and COO’s time while maintaining strong relationships across the organization.
• Ability to support a broad executive leadership portfolio, including the EVP and COO and multiple Senior Vice Presidents, while maintaining clarity on priorities, commitments, and communication flow.
• Ability to apply creative thinking and practical problem-solving to improve workflows, simplify communication, and bring structure to complex or ambiguous priorities.
• Quick learner with strong digital agility and the ability to adapt to new technology platforms, dashboards, reporting tools, and collaboration systems with ease.
• Excellent organizational skills with clear, polished written and verbal communication appropriate for executive, board, staff, and external audiences.
• Proven ability to exercise sound judgment, maintain confidentiality, and manage sensitive information discreetly.
• Collaborative working style with the ability to work effectively across teams, levels of leadership, clinical operations, administrative functions, and external partners.

JOB DUTIES AND RESPONSIBILITIES

Executive Support & Operations Coordination

• Serve as the primary strategic and operational support partner to the EVP and Chief Operating Officer, anticipating needs, managing priorities, and helping ensure alignment with organizational goals.
• Provide coordinated executive support for the EVP and COO and multiple Senior Vice Presidents, ensuring appropriate prioritization, communication flow, meeting readiness, and follow-through across the leadership portfolio.
• Oversee complex scheduling, calendar management, meeting coordination, and executive preparation for the EVP and COO and assigned Operations leadership.
• Prepare the EVP and COO for key meetings by organizing agendas, briefing materials, background information, talking points, supporting data, questions for discussion, and follow-up items.
• Prepare, proof, and organize documents, presentations, reports, dashboards, executive summaries, and leadership materials with accuracy and confidentiality.
• Coordinate board-level, executive leadership, senior leadership, and cross-functional meetings, including agenda planning, materials preparation, decision documentation, and follow-up actions.
• Track operational initiatives, milestones, decisions, commitments, action items, barriers, and next steps to ensure accountability and timely follow-through across the EVP and COO’s portfolio.
• Help translate leadership priorities into organized workplans, meeting cadences, communication routines, project trackers, and follow-through mechanisms that support disciplined execution.

KPI, Data & Executive Decision Support

• Review, organize, and interpret operational KPIs, dashboards, scorecards, and recurring reports to help identify trends, variances, risks, opportunities, and needed follow-up.
• Prepare accurate, concise summaries of performance data for the EVP and COO, Senior Vice Presidents, executive meetings, board preparation, and operational reviews.
• Partner with data, analytics, finance, clinical, and operations leaders to clarify metric definitions, confirm data accuracy, and ensure leadership materials reflect reliable information.
• Maintain trackers for priorities, KPIs, commitments, deadlines, and recurring follow-up items so leadership can monitor whether key initiatives are on track.

Relationship Management & Communication

• Build and maintain strong, trusting partnerships across all departments, representing the EVP and COO’s office with professionalism, discretion, responsiveness, and sound judgment.
• Serve as a communication bridge for the EVP and COO’s office, ensuring clarity, alignment, appropriate escalation, and timely information flow across teams.
• Support communication and coordination between the EVP and COO, Senior Vice Presidents, executive leaders, operational leaders, and external stakeholders.
• Interact with internal and external stakeholders with empathy, tact, diplomacy, and appropriate awareness of organizational priorities.
• Demonstrate high emotional intelligence in managing sensitive issues, confidential information, competing priorities, and executive-level communication needs.
• Draft, edit, and coordinate executive communications, meeting notes, follow-up messages, leadership updates, talking points, and operational briefings on behalf of or in support of the EVP and COO.

Technology & Process Support

• Quickly learn and navigate digital tools, providing clear, user-friendly support and light troubleshooting as needed.
• Contribute to streamlined processes, templates, meeting routines, filing systems, and operational efficiencies within the COO’s portfolio through effective use of digital systems.

Project & Initiative Support

• Coordinate special projects, strategic initiatives, leadership priorities, and organizational workstreams in support of the EVP and COO, helping move work from planning through execution.
• Monitor project status, owners, risks, barriers, dependencies, deadlines, and follow-up needs to provide leadership visibility and support timely resolution.
• Conduct research, compile information, analyze relevant data, prepare summaries, and develop options or recommendations to support informed executive decision-making.
• Identify opportunities to improve coordination, communication, operating rhythm, accountability, and execution across operational initiatives.
• Support leadership retreats, planning sessions, executive meetings, organizational events, and cross-functional workgroups by preparing agendas, materials, decision logs, and follow-up trackers.
• Help ensure that priorities assigned by the EVP and COO are translated into clear next steps, accountable owners, measurable outcomes, and timely progress updates.

Performance Expectations & Success Measures

• Executive leadership is consistently prepared for meetings with accurate materials, clear agendas, relevant context, and documented follow-up items.
• KPI summaries and performance materials are accurate, clearly interpreted, and useful for leadership decision-making.
• Communication from the EVP and COO’s office is timely, professional, aligned, and appropriately tailored to the audience.
• Senior leaders experience improved coordination, reduced friction, and greater clarity around priorities, timelines, and next steps.

Other Administrative & Operational Duties

• Maintain organized digital and physical files, ensuring accuracy, accessibility, confidentiality, and compliance.
• Manage expense reports, travel coordination, vendor communications, meeting logistics, and administrative processes for the EVP and COO as assigned.