Administrative Operations Coordinator

Executive Operations Partner (Chief of Staff Track)

6-Month Contract to Hire

Location: Mobile, Alabama

Pay: $20–$25/hr based on experience

Employment Type: Contract to hire (6 months)

Position Overview

The Administrative Operations Coordinator supports executive leadership at client by managing the operational details that keep projects, communications, and leadership priorities organized and moving forward.

This role operates as a high-trust coordination partner to the CEO, helping ensure meetings, communications, and strategic initiatives translate into real execution.

This is not a traditional administrative role. The right person acts as a force multiplier for leadership, organizing priorities, tracking commitments, and helping ensure company initiatives stay aligned and on schedule.

Over time, this position is designed to grow into a Chief of Staff or Executive Operations role as the company expands.

Reporting Structure

This role works directly with CEO and Founder.

Primary responsibilities focus on supporting the CEO’s operational priorities including scheduling, communication coordination, and initiative tracking.

When capacity allows, the coordinator may also assist other members of the leadership team with administrative coordination and project follow-through.

Core Mission

Help leadership stay focused on strategic decisions by organizing and executing the operational details that move initiatives forward.

This role ensures that:

• meetings produce clear follow-up
• communications stay organized
• projects maintain forward momentum
• leadership priorities translate into action

Key Responsibilities

Executive Operations Support

Provide direct operational support to the CEO including:

• Calendar management and meeting coordination
• Travel planning when required
• Preparation of meeting agendas and supporting materials
• Tracking follow-ups and commitments from leadership meetings
• Organizing executive files, notes, and documentation
• Preparing business documents and presentation materials

Communication Coordination

Help maintain organized communication across the organization.

Responsibilities include:

• Email organization and prioritization support
• Scheduling client and partner meetings
• Preparing meeting summaries and action lists
• Coordinating communication between internal teams and external partners
• Tracking important follow-ups and deadlines

Marketing and Company Communications

Support company visibility and communication across digital platforms.

Responsibilities include:

• Assisting with website updates and content coordination
• Managing LinkedIn company page posts
• Coordinating social media communication related to company initiatives
• Supporting development and scheduling of marketing content
• Helping maintain consistency in company messaging and announcements

Strategic Initiative Coordination

Client operates several initiatives that require administrative coordination, including:

• YouthForce workforce development program
• Strategic partnerships
• Chamber and community engagement
• Grant or funding documentation
• New project development initiatives

This role helps ensure ideas move from discussion to organized execution.

Ideal Candidate Profile

The best candidates demonstrate strong organizational ability and enjoy helping teams operate more effectively.

Key traits include:

• Highly organized and detail oriented
• Self-directed and proactive
• Trustworthy and discreet
• Comfortable working in a fast-moving environment
• Solution focused and adaptable

This role is ideal for someone who enjoys being the operational backbone behind leadership execution.

Required Skills

• Strong organizational and coordination ability
• Excellent written and verbal communication
• Calendar and scheduling management
• Microsoft Office or Google Workspace proficiency
• Ability to manage multiple projects simultaneously
• Strong attention to detail

Preferred Experience

• Supporting executives or leadership teams
• Managing company social media or LinkedIn accounts
• Website content management
• Marketing communications coordination
• Construction, engineering, or operations environment experience

Growth Opportunity

This role is designed as an entry point into a broader operational leadership path.

As client continues to grow, this position may evolve toward roles such as:

• Executive Operations Manager
• Chief of Staff
• Director of Operations Coordination

The individual in this role will help build the organizational systems that support company growth.

Why This Role Matters

The Client is focused on improving how infrastructure and facilities operate through its DBAM model (Design – Build – Automate – Maintain).

The company also supports workforce development through the YouthForce initiative, helping young people enter skilled infrastructure careers.

This role helps ensure those initiatives move from ideas into organized execution.

Once converted to perm:

Additional benefits may include:

• Healthcare coverage
• Dental coverage
• Vision coverage
• 401(k) retirement plan
• Performance incentive opportunities tied to company success