EXECUTIVE OPERATIONS MANAGER TO CEO
JOB DESCRIPTION
Location: San Diego, CA (In Office Required)
Employment Type: Full-Time
Position Summary
We are seeking a highly organized, proactive Executive Operations Manager to work directly with the CEO and serve as the central point of coordination across our real estate development, retail operations, and executive leadership teams.
This is far more than a traditional administrative role. The ideal candidate will own follow-up, drive accountability, manage executive communications, and ensure critical projects continue moving forward without constant oversight.
Success in this role means nothing falls through the cracks.
Primary Responsibilities
Responsibilities include, but are not limited to:
- Executive Support
- Manage the CEO's inbox and prioritize incoming emails.
- Draft, organize, and respond to correspondence when appropriate.
- Maintain the CEO's calendar and coordinate meetings efficiently.
- Coordinate travel, appointments, and executive logistics.
- Prepare meeting agendas, presentations, and supporting materials.
- Project & Follow-Up Management
- Track all active projects across the organization.
- Maintain action-item lists from meetings.
- Follow up with executives, department leaders, consultants, vendors, attorneys, landlords, architects, engineers, contractors, and government agencies.
- Ensure deadlines are met and commitments are fulfilled.
- Escalate overdue items before they become problems.
- Retail Operations Support
- Coordinate communication between the CEO and retail leadership teams.
- Track operational initiatives across multiple retail locations.
- Follow up with store managers and department heads to ensure execution of company priorities.
- Assist with new store openings, remodels, staffing coordination, compliance, and operational timelines.
- Monitor key performance initiatives and provide regular executive updates.
- Real Estate Coordination
- Assist in managing multiple commercial real estate development projects.
- Coordinate with brokers, architects, engineers, contractors, landlords, title companies, escrow officers, lenders, and city officials.
- Track permits, lease negotiations, due diligence, inspections, construction schedules, and project milestones.
- Organize contracts, plans, and project documentation.
- Executive Communication
- Serve as a professional point of contact for internal and external stakeholders.
- Keep leadership informed on project status.
- Prepare executive summaries and weekly status reports.
- Coordinate meetings and ensure all attendees have the information they need.
- Administrative Leadership
- Build systems that improve organization, accountability, and efficiency.
- Maintain organized digital files and documentation.
- Create dashboards, trackers, and project timelines.
- Continuously improve workflows across the company.
Qualifications
- Has 5+ years supporting C-level executives, founders, or business owners.
- Has experience in multi-location retail operations and understands the pace and demands of retail businesses.
- Has commercial real estate or construction coordination experience (preferred).
- Is exceptionally organized and detail-oriented.
- Naturally follows up without being asked.
- Can manage multiple priorities simultaneously.
- Communicates professionally in writing and verbally.
- Is comfortable handling confidential information.
- Is highly proficient with Microsoft Office, Google Workspace, Excel, and project management software.
- Thrives in a fast-paced, entrepreneurial environment.
Preferred Experience
- Retail operations management
- Multi-unit or multi-location businesses
- Commercial real estate development
- Construction or project coordination
- Contract administration
- Executive project management
The Ideal Candidate
- Relentlessly organized.
- Highly dependable.
- Comfortable holding executives, vendors, and team members accountable.
- Calm under pressure.
- Resourceful and proactive.
- Able to anticipate needs before they arise.
- Focused on execution and delivering results.
Compensation
- Competitive salary based on experience
Schedule and Availability
- Full-time, Monday through Friday.
- Standard office hours are 8:00 AM–5:00 PM.
- This is an in-office position; remote work is not available.
- Occasional early mornings, evenings, or additional hours may be required
Environmental Conditions
- Occasionally small and/or enclosed spaces
- Office setting
Physical Demands/Requirements
- Must be able to lift at least 50 pounds safely and properly, as required
- Ability to work in a stressful, fast-paced environment
- Must be able to workdays, nights, holidays and weekends
- Must be available to work full-time
How to Apply
Please submit:
- Resume
- A brief cover letter describing your executive support and retail operations experience
- Examples of projects or systems you have personally managed
- Salary expectations
Benefits
- Competitive salary and performance-based bonuses
- Health, insurance
- 401(k)
- Paid time off and holidays
- Employee discounts
- Opportunities for professional growth in a rapidly expanding industry.
Equal Employment Opportunity Policy
Wellgreens provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, citizenship status, color, religion, age, sex (including pregnancy), national origin, disability status, family medical history or genetic information, military or veteran status, marital status, parental status, political affiliation, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including but not limited to recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.
Wellgreens complies with federal and state disability laws and may make reasonable accommodations for applicants and employees with disabilities as required by applicable law. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact our Human Resources department.
Pay: $79,000.00 - $95,000.00 per year
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Vision insurance
Experience:
- Executive administrative support: 5 years (Required)
Work Location: In person
