Executive Operations & Scheduling Coordinator

J.A. Green & Company; Washington (District of Columbia); On-site; USD 60,000 - 80,000; Full time

Job summary

J.A. Green & Company in Washington, DC, seeks an organized Operations and Executive Coordinator to support firm leadership, manage calendars, and supervise day-to-day operations in a fast-paced, confidential environment.

The role combines executive support with office operations, systems management, onboarding, vendor coordination, and compliance tasks, reporting to the Director of Operations and collaborating with the President.

Qualifications

• 2+ years of experience in executive support, administrative assistance, or office coordination.
• Strong experience managing executive calendars and scheduling in a fast-paced environment.
• Exceptional organizational and time-management skills.
• Excellent written and verbal communication skills.
• High attention to detail and discretion when handling sensitive and confidential information.
• Ability to manage multiple competing priorities with professionalism.

Responsibilities

• Manage complex calendars for the firm’s President and senior leadership, scheduling meetings and resolving conflicts.
• Gatekeeper for leadership calendars; prioritize requests based on firm priorities, client needs, and policy timelines.
• Monitor deadlines and priorities; proactively flag conflicts or gaps.
• Coordinate calls and meetings; manage client scheduling requests.
• Prepare meeting materials and agendas in advance.
• Coordinate travel arrangements and itineraries.
• Assist with document prep, filing, data entry, and correspondence.
• Liaise between staff to ensure follow-through on action items.
• Manage onboarding/offboarding logistics, IT access, and workspace readiness.
• Track staff schedules, PTO, telework, and travel to ensure continuity.
• Support internal request and approval workflows.
• Coordinate office supplies and vendor communication.
• Coordinate building maintenance and be contact for office needs.
• Manage mail distribution.
• First point of contact for admin questions; resolve issues or escalate.
• Maintain onboarding logistics in the office.
• Maintain onboarding/offboarding logistics, IT access, and workspace readiness.
• Coordinate and manage employee onboarding and offboarding logistics, including IT access, systems setup, and workspace readiness.

Skills

Calendar management

Executive support

Discretion

Communication

Time management

Prioritization

Tools

Pulse CRM

Monday.com

Asana

Microsoft 365

Outlook

Teams

Excel

Job description

J.A. Green & Company in Washington, DC, seeks an organized Operations and Executive Coordinator to support firm leadership, manage calendars, and supervise day-to-day operations in a fast-paced, confidential environment.

The role combines executive support with office operations, systems management, onboarding, vendor coordination, and compliance tasks, reporting to the Director of Operations and collaborating with the President.