Be the operational backbone of a growing Maryland company, balancing approximately 80% operations coordination and 20% executive support. You'll oversee the day-to-day functions that keep the business moving—from office operations, facilities, fleet, and basic IT coordination to providing high-level administrative support for executive leadership.
Our client is a rapidly growing MD company with a total of 200+ union and non-union employees across installation, service, and administrative operations. In this high-visibility role, you'll work across every level of the organization, solving problems, improving processes, and ensuring the business operates efficiently every day. If you thrive in a fast-paced environment, enjoy wearing many hats, and take pride in bringing order to complexity, you'll find the autonomy, variety, and opportunity to make a real impact.
Qualifications
● 3-5 years in operations, administration, executive support, or related roles
● Strong organizational, multitasking, and communication skills
● High proficiency in Microsoft 365 (Outlook, Teams, High proficiency in Microsoft 365 (Outlook, Teams, Excel, SharePoint)
● Experience coordinating with vendors or service providers preferred
● Ability to handle confidential information with discretion.
● Strong follow‑through and ability to prioritize competing responsibilities.
● Proactive problem‑solver with attention to detail.
● Customer service mindset and professional workplace presence.
● Process‑oriented with the ability to improve workflows.
Specific Responsibilities
Operations Coordination 80%
General Operations Support
● Coordinate shared workspaces
● Support procurement for supplies, equipment, and services
● Manage our shipping accounts
● Maintain operational documentation, logs and recurring task calendars.
● Help plan company meetings, training and internal events including social events.
Facilities Coordination
● Serve as the point of contact for building access badges, keys, and workspace setup
● Coordinate with property management, cleaning crews, contractors, and maintenance vendors
● Track facility work orders, inspections, and safety documentation
● Monitor office safety protocols and support compliance needs
● Assist with office moves, reconfigurations, and space planning
Fleet Management
● Maintain fleet inventory, assignments, and vehicle records in partnership with Enterprise
● Manage registration renewals, insurance documentation, and compliance papers, including DOT registrations
● Schedule routine maintenance, inspections, and repairs
● Support onboarding/offboarding related to company vehicle access
● Track mileage, utilization, and telematics data as needed
● Assign and track EZ-Pass and fuel card assignments
Information Technology Coordination
● Assist with new‑hire IT setups: accounts, permissions, equipment distribution
● Coordinate with our MSP vendor for tickets and escalations
● Support basic troubleshooting (password resets, connectivity checks, equipment swaps)
Executive Support (20%)
Leadership Team Support
● Provide direct administrative and operational support to the President, Vice Presidents, and other members of the senior leadership team
● Manage and maintain executive calendars, proactively resolving scheduling conflicts and prioritizing meeting requests in alignment with leadership priorities
● Draft, proofread, and send communications on behalf of executives, including emails, memos, and internal announcements
● Prepare briefing materials, agendas, presentations, and background research to ensure executives are prepared for all meetings and engagements
● Track deadlines and deliverables for executive-led initiatives, following up with stakeholders as needed to ensure timely completion
● Handle sensitive and confidential information with the utmost professionalism and discretion
● Serve as a liaison between the leadership team and internal departments, vendors, and external partners
Travel Coordination and Logistics
● Manage all aspects of domestic and international travel for the leadership team, including flights, hotels, ground transportation, and rental vehicles
● Build comprehensive, day-by-day travel itineraries that account for time zones, transfer windows, and executive preferences
● Source and book travel accommodations using preferred vendors and within company travel policy guidelines
● Monitor travel reservations and proactively address changes, cancellations, or disruptions — including arranging same-day alternatives when needed
● Coordinate passport, visa, and other travel document requirements for international trips
● Manage travel loyalty programs, corporate travel accounts, and travel profiles for each executive
● Process and reconcile all travel-related expenses, ensuring timely submission and policy compliance
Meeting and Planning
● Plan, schedule, and coordinate internal and external meetings for the leadership team, including board meetings, all-hands sessions, off-sites, client meetings, and team reviews
● Reserve conference rooms or virtual meeting platforms, manage invitations, and confirm attendee availability
● Prepare and distribute meeting agendas, pre-read materials, and supporting documentation in advance of all leadership meetings
● Arrange catering, audio/visual equipment, and technology setup for in-person meetings and events
● Attend select meetings to capture accurate notes, decisions, and action items; distribute meeting minutes and track follow-through on assigned action items
● Coordinate logistics for leadership off-site retreats and company-wide events, including venue sourcing, vendor management, and on-site execution
● Support the planning of executive-hosted client engagements, dinners, and relationship-building events
Executive Administration
● Prepare follow‑up documentation, correspondence, and recaps for executive-led initiatives and meetings
● Process executive expense reports and corporate card reconciliations accurately and on time
● Maintain organized digital and physical filing systems for executive documents, contracts, and records
● Support special projects and strategic initiatives at the direction of senior leadership
● Assist with onboarding logistics for new leadership team members
Pay: Up to $85,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Experience:
- Executive administrative support: 3 years (Required)
- operations coordination : 3 years (Required)
Work Location: In person
