Operations and Executive 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 is a leading Washington, D.C.-based government affairs and defense business development firm representing more than 80 clients across the U.S. defense industrial base. Our team includes the firm’s President, a Director of Operations, former senior military leaders, experienced professional lobbyists, and a policy team. Recognized as a top lobbying firm by Bloomberg Government, The Hill, and the National Institute for Lobbying & Ethics, we operate at the intersection of national security, defense policy, and federal business development.

We are seeking a highly organized and proactive Operations and Executive Coordinator to support firm leadership while helping manage day-to-day office operations and administrative systems. This role combines traditional executive support, including extensive calendar and scheduling management, with operational coordination responsibilities. The Operations and Executive Coordinator will report to the Director of Operations and work closely with the firm’s President, ensuring leadership’s time is strategically managed, internal processes run smoothly, and staff have the tools and resources needed to operate efficiently.

Given the sensitive and confidential nature of our clients’ work, candidates must demonstrate exceptional discretion and professional judgment. The ideal candidate is detail-oriented, resourceful, and comfortable balancing executive scheduling with broader administrative and operational support in a fast-paced, high-stakes environment. This role functions as an extension of firm leadership and requires sound judgment, professionalism, and the ability to operate independently.

We anticipate a start date on or around November 15. We welcome candidates transitioning off Capitol Hill, including those with scheduling or staff assistant backgrounds.

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Key Responsibilities

Executive Support & Calendar Management

• Manage complex calendars for the firm’s President and senior leadership, including scheduling internal and external meetings, prioritizing requests, and resolving conflicts.
• Serve as the primary gatekeeper for leadership calendars, exercising independent judgment to prioritize requests based on firm priorities, client needs, and legislative or policy timelines.
• Anticipate leadership needs by monitoring upcoming deadlines, commitments, and priorities, and proactively flagging conflicts or gaps.
• Coordinate recurring calls, firm-wide syncs, and leadership meetings, and manage incoming client scheduling requests on behalf of leadership.
• Prepare meeting materials and ensure leadership has all necessary documents, agendas, and background information in advance.
• Coordinate travel arrangements and related itineraries as needed.
• Assist with administrative tasks including document preparation, filing, data entry, correspondence, and follow-up communications.
• Serve as a liaison between internal staff to facilitate communication and ensure timely follow-through on action items for leadership.

Office & Operational Support

• Coordinate and manage employee onboarding and offboarding logistics, including IT access, systems setup, and workspace readiness.
• Maintain visibility into staff schedules including PTO, telework, and travel to ensure operational continuity across the team.
• Support maintenance and organization of internal request and approval workflows.
• Coordinate office supply ordering, inventory management, and vendor communication.
• Assist with building maintenance coordination and serve as a point of contact for office-related needs.
• Manage incoming and outgoing mail distribution.
• Serve as the first point of contact for internal administrative and operational questions, resolving issues independently when appropriate and escalating when needed.

Systems & Platform Support

• Assist in maintaining internal systems, including access control and collaboration platforms.
• Support workflow management within the firm’s project management and CRM platforms, including Pulse.
• Help maintain organized digital workspaces and manage user access updates.
• Manage office equipment.
• Contribute to ongoing process improvements and workflow automations.

Events & Coordination

• Assist in planning and coordinating internal meetings, client events, and firm-hosted functions.
• Support logistical needs including scheduling, materials preparation, vendor coordination, and on-site assistance.

Operations & Compliance Support

• Support lobbying compliance data entry and recordkeeping (LD-1, LD-2, and LD-203 filings under the Lobbying Disclosure Act) and help maintain the firm’s records retention program.
• Help track political contributions, event attendance, and gifts to support LD-203 reporting and compliance with House and Senate ethics rules.
• Track contract status through the signing process and maintain a contract renewal/expiration watchlist.
• Administer firm credit cards, process approved recurring bill payments, and compile staff expense reports, flagging client-billable and reimbursable items.
• Manage vendor relationships and software subscriptions, including tracking renewals and supporting negotiations.
• Provide first-touch IT triage and help maintain the firm’s IT asset inventory and shared-drive structure.

Business Development Support

• Coordinate business-development trip logistics and compile After Action Reports.
• Maintain the proposal tracker and support CRM (Pulse) hygiene and best practices.
• Track award and ranking submission deadlines and compile submission materials (Bloomberg Government, The Hill, etc.).
• Manage LinkedIn and social media posting and scheduling (content owned by the policy team).

Qualifications

Required

• 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 and composure.

Preferred

• Prior experience in a government affairs, lobbying, policy, or defense environment strongly preferred.
• Experience supporting C-suite or senior executives.
• Experience using or supporting workflows in CRM or project management platforms (e.g., Monday.com, Asana).
• Proficiency in Microsoft 365, including Outlook, Teams, Word, and Excel.
• Experience with expense reporting platforms.
• Familiarity with the congressional calendar and Capitol Hill scheduling practices.

What Makes Someone Successful Here

Our team moves fast, operates with a high degree of professionalism, and serves clients whose work directly supports U.S. national security. The right candidate thrives in an environment where priorities shift, discretion is non-negotiable, and no task is beneath them. You will interact regularly with senior government officials, defense executives, and Members of Congress and their staffs. Composure, polish, and sound judgment matter as much as organizational skill.

Location

This position is based in Washington, DC.

J.A. Green & Company is an equal opportunity employer. We consider all qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, veteran status, or any other characteristic protected by federal or District of Columbia law.