Executive Assistant + Operations Coordinator

Role summary

Centerstream is seeking a high-trust, high-output Executive Assistant & Operations Coordinator to support the CEO and keep the organization's day-to-day execution tight. This is not a "calendar-only" EA role. You will run executive scheduling and communications while also owning administrative operations: document organization, task/project tracking, meeting preparation, and follow-through across internal and external stakeholders.

Key responsibilities

Executive support (CEO)

• Manage CEO calendar end-to-end (prioritization, prep, buffers, travel time realism)
• Coordinate travel logistics and itineraries; anticipate changes and handle rebooking
• Draft and send polished emails, meeting follow-ups, and agenda notes in the CEO's voice
• Prepare CEO for meetings (briefs, attendee context, pre-reads, talking points)

Operations + admin backbone

• Own "getting things done" infrastructure: task lists, reminders, deadlines, follow-ups
• Light project coordination: track deliverables across internal team and vendors; keep simple status dashboards
• File/document management: create and maintain an organized digital filing system (contracts, proposals, project folders, board materials, banking, etc.)
• Schedule internal cadence (weekly leadership check-ins, project calls), capture action items, and chase completion
• Vendor/admin coordination (office services, IT support coordination, basic purchasing, invoice routing)

Meetings and communications

• Build agendas, collect materials, take notes when needed, and distribute action-item recaps
• Coordinate with partners, advisors, lenders, and consultants professionally and promptly

Qualifications

Required

• 5+ years in an executive assistant / senior admin / office ops role supporting senior leaders
• Excellent writing and judgment (confidentiality is non-negotiable)
• Strong organizational system instincts: folders, naming conventions, version control, and task tracking
• High proficiency with Microsoft Office and/or Google Workspace (Docs/Sheets/Slides), plus calendars
• Comfortable pushing priorities: "Here are the top 3 things you should do today—and why."

Preferred

• Experience in project coordination (light PM) and working with external advisors (legal, finance, engineering)
• Familiarity with tools like Teams/Slack, SharePoint/Drive, Asana/Monday/Trello, DocuSign/PDF workflows

What success looks like (first 60–90 days)

• CEO calendar is clean, prioritized, and consistently prepared (no surprise conflicts)
• A simple task/project tracker exists and is used weekly to drive follow-through
• Company files are organized with clear structure + naming conventions
• Meeting cadence runs smoothly; action items stop slipping

Compensation & benefits

Competitive salary based on experience + benefits; performance bonus may be available.

Pay: $45, $65,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Work Location: In person