Executive Operations Coordinator

Position Overview The Executive Operations Coordinator works directly with the Chief Operating Officer to increase the effectiveness and capacity of the COO and help ensure that important initiatives, administrative responsibilities, communications, and follow\-up items move forward throughout the organization. This is not a traditional administrative assistant position. The individual in this role will operate at the intersection of executive support, operations, project coordination, internal communication, and Pine Box Studios administration. The position requires someone who is exceptionally organized, resourceful, technologically capable, comfortable communicating with clients and employees at all levels of the organization, and willing to take ownership of a wide variety of responsibilities. The primary objective of the position is straightforward: Enable the COO to spend more time on the work that requires the COO and less time on work that can be effectively handled by someone else. The Executive Operations Coordinator will accomplish this by managing routine administrative responsibilities, organizing information, maintaining follow\-up systems, coordinating tasks across departments, responding to appropriate communications, preparing documents and information, and identifying work that can be completed independently without requiring continued COO involvement. The scope of the position is expected to grow as the individual's knowledge, capabilities, judgment, and understanding of the businesses develop. Executive Support \& COO Priorities Serve as a primary administrative and organizational resource to the COO. Help organize and prioritize the COO's daily and longer\-term responsibilities. Maintain awareness of outstanding decisions, commitments, follow\-ups, deadlines, and action items requiring the COO's attention. Proactively remind and prepare the COO for items requiring action rather than waiting to be asked. Help distinguish between matters that genuinely require the COO's involvement and matters that can be handled elsewhere in the organization. Take ownership of appropriate administrative tasks that would otherwise consume executive time. Prepare information, documents, summaries, reports, and other materials necessary for the COO to make decisions efficiently. Maintain organized records of active initiatives and outstanding items. Assist with scheduling meetings, coordinating calendars, preparing agendas, gathering required information, and documenting follow\-up items. Help ensure commitments made during meetings and conversations are assigned and completed. Maintain appropriate discretion and confidentiality regarding executive, employee, client, and company information. Email \& Communication Management As trust and familiarity with the organization develop, the Executive Operations Coordinator will assist the COO with management of email and other communications. Responsibilities may include: Review and help prioritize incoming communications. Identify matters requiring immediate COO attention. Respond directly to routine emails when appropriate. Draft responses for COO review on more complex matters. Communicate on behalf of the COO when authorized. Gather information from other employees or departments necessary to respond to requests. Follow up on unanswered communications and outstanding requests. Maintain awareness of conversations that create future commitments or action items. Ensure important communications do not become buried or forgotten. The goal is not simply to manage an inbox. The goal is to turn communication into action and make sure the resulting work gets completed. Task Coordination \& Follow\-Through A significant component of this position will be helping convert executive decisions and requests into completed work throughout the organization. The Executive Operations Coordinator will: Document tasks and action items resulting from meetings, emails, conversations, and executive direction. Determine the appropriate employee or department responsible for completing routine tasks. Communicate assignments clearly. Establish or document expected completion dates when appropriate. Follow up with responsible employees. Maintain visibility into outstanding items. Escalate delays, conflicts, or unresolved issues to the COO when necessary. Close the loop once work has been completed. This individual is not expected to manage every employee involved. Rather, they will help create organizational follow\-through so the COO does not personally have to remember, distribute, and chase every task. Operational \& Administrative Support The Executive Operations Coordinator will assist with a broad range of operational and administrative responsibilities, including: Creating and processing Purchase Orders. Data entry and system maintenance. Preparing reports and spreadsheets. Gathering pricing, documentation, and information from vendors. Coordinating purchases and routine vendor communications. Maintaining company records and documentation. Assisting with special projects and company initiatives. Researching products, vendors, services, or solutions as requested. Coordinating information between Operations, Project Management, Sales, Finance, Warehouse, Transportation, Marketing, and other departments. Learning and effectively utilizing company systems, including Nexus and Microsoft 365\. Identifying repetitive administrative processes that can be standardized, delegated, improved, or automated. The individual should continuously look for opportunities to reduce unnecessary administrative work for both the COO and the broader organization. Pine Box Studios Support The Executive Operations Coordinator will also assist the COO with administrative and client\-service responsibilities associated with Pine Box Studios. Responsibilities may include: Assist with studio inquiries and client communications. Coordinate studio schedules and internal requirements. Assist with proposals, agreements, documentation, and billing information. Coordinate client arrivals and production requirements. Assist with dressing\-room and production\-office preparation. Coordinate hospitality requirements for visiting artists, production teams, agencies, film crews, and other clients. Coordinate catering, supplies, transportation, local services, and other client requests as necessary. Maintain appropriate studio supplies and hospitality inventory. Help ensure Pine Box clients receive a professional, organized, high\-level experience from initial inquiry through departure. Coordinate Pine Box requirements with Light Action departments when equipment, labor, trucking, or other production support is required. Because Pine Box frequently hosts clients who may be working on demanding productions or operating under confidentiality requirements, professionalism, discretion, responsiveness, and attention to detail are particularly important. Marketing \& Brand Support Depending upon the individual's experience and capabilities, the position may also assist with marketing activities for Light Action Productions and Pine Box Studios. Responsibilities may include: Coordinate social\-media content and posting schedules. Gather project photographs, videos, and other content from company personnel. Assist with basic marketing materials and company communications. Coordinate with outside designers, photographers, videographers, web developers, or marketing partners. Maintain organized libraries of company photography, video, logos, and marketing assets. Assist with website content and company announcements. Help ensure Light Action and Pine Box maintain consistent and professional brand presentation. Experience with Adobe Creative Cloud, Canva, photography, video, graphic design, social media, or content creation is highly desirable but not required. A candidate with significant design and marketing capabilities may assume greater responsibility in this area as the position develops. Special Projects The Executive Operations Coordinator will frequently be asked to assist with projects that do not fit neatly within a single department. Examples could include: Researching and implementing a new company service or software platform. Gathering information for a major proposal. Coordinating company events. Preparing materials for meetings. Working with vendors on facility projects. Assisting with recruiting or onboarding initiatives. Organizing company records or operational information. Supporting new business initiatives. Coordinating Pine Box marketing or client outreach. Helping develop new processes as Light Action continues to scale. The successful individual should be comfortable hearing: "I need to get this accomplished—figure out what needs to happen and help me get it across the finish line." Decision\-Making \& Escalation An important part of growth in this position will be learning what can be handled independently and what requires executive involvement. The Executive Operations Coordinator should progressively develop the judgment to: Handle routine matters independently. Gather necessary information before bringing an issue to the COO. Present problems with potential solutions rather than simply forwarding problems. Recognize matters involving significant financial, legal, personnel, client, or reputational consequences that require executive involvement. Understand when urgency is genuine and when an issue can wait. Know which company personnel should be involved in different types of decisions. The expectation is that the individual will require less direction as their knowledge and experience increase. Characteristics Required for Success Exceptional Organization This person will deal with numerous unrelated subjects throughout the day. They must be capable of maintaining order when information is coming from multiple directions. Follow\-Through This may be the most important characteristic of the position. If something has been assigned, requested, promised, or identified, this person should want to see it completed and the loop closed. Resourcefulness The ideal response to an unfamiliar assignment is not "I don't know how to do that." It is "I'll figure out what we need to do." Judgment Because this person will work closely with senior leadership and communicate with clients and employees on the COO's behalf, good judgment is essential. Communication The individual must communicate professionally and comfortably with everyone from warehouse personnel and technicians to senior executives, vendors, artists, producers, and major clients. Attention to Detail Names, dates, costs, schedules, documents, addresses, Purchase Orders, client requirements, and commitments must be handled accurately. Technological Aptitude The individual should be comfortable learning new systems and using technology to organize information and make processes more efficient. Adaptability Light Action Productions and Pine Box Studios operate in fast\-moving environments. Priorities can change quickly, and the responsibilities of this position will evolve as the companies continue to grow. Discretion The position will have exposure to confidential company, financial, personnel, client, and executive information. Professional discretion is mandatory. Growth of the Position This position is intentionally designed to grow with the individual. Initially, the Executive Operations Coordinator will work closely with the COO and receive significant direction. As the individual demonstrates competency, judgment, initiative, and knowledge of the organization, they will be expected to take increasingly greater ownership of responsibilities. Over time, the goal is for the individual to understand the COO's priorities, the company's operations, and the people responsible for different areas of the organization well enough to anticipate needs rather than simply respond to requests. Success should ultimately result in fewer routine decisions and administrative tasks reaching the COO, faster organizational follow\-through, better communication between departments, and more executive time available for strategic initiatives, business development, operational improvement, leadership, and company growth. How Success Will Be Measured The position is successful when: Important items requiring the COO's attention are rarely missed. Routine matters are handled without unnecessary COO involvement. Emails and requests result in clear actions and follow\-through. Tasks assigned to other departments are tracked through completion. Meetings produce documented and completed action items. Pine Box clients receive organized and professional support. Information is easier to find and company processes become more organized. The individual progressively requires less direction. The COO is spending less time managing minutiae and more time working on the business. EMPLOYMENT As a condition of employment with Light Action Productions, any successful job applicant will be required to successfully complete a background investigation, physical examination, and drug screening. Light Action Productions is an Equal Opportunity Employer ABOUT US: Light Action Productions is a leading full\-service production company specializing in theatrical lighting, staging, audio, video, outdoor roofing systems, and design. With over 40 years of established industry experience, our team offers production services and equipment with a broad range of the most cutting\-edge technology. Benefits: Dental insurance Health insurance Health savings account Life insurance Paid time off Retirement plan Vision insurance Work Location: In person