Executive Operations Coordinator – Multi-Business Operations

Executive Operations Coordinator – Multi-Business Operations

Location: Irving, TX (Hybrid – Remote / Office / On-Site Operations)
Job Type: Full-Time
Compensation: Competitive based on experience and operational capabilities
Schedule: Flexible availability required based on business needs

About Us

We are a growing multi-business organization operating in hospitality, food & beverage, events, and technology services. Our businesses include restaurant operations, dessert café operations, catering/events, and new concept development projects.

We are seeking a highly organized, proactive, tech-savvy, and execution-focused Executive Operations Coordinator to support ownership and help drive operational coordination across multiple fast-growing businesses.

This role will help organize priorities, improve accountability, streamline communication, and support operational execution across teams, vendors, projects, and daily business operations.

This is not a traditional administrative assistant role. We are looking for someone who can think operationally, move quickly, leverage AI and modern tools to improve decision-making, and help leadership stay focused on growth and strategy instead of day-to-day coordination chaos.

Position Summary

The Executive Operations Coordinator serves as a central operational support role responsible for:

• tracking priorities
• coordinating follow-ups
• managing communication flow
• organizing operational tasks
• supporting project execution
• improving operational efficiency
• leveraging AI tools and automation to streamline workflows
• maintaining accountability across teams and vendors

The ideal candidate is highly organized, detail-oriented, tech-comfortable, calm under pressure, and capable of managing multiple moving parts simultaneously in a fast-paced entrepreneurial environment.

Key Responsibilities

Executive & Leadership Support

• Support ownership with operational coordination and priority management
• Organize and track action items, deadlines, and ongoing business initiatives
• Assist with calendar coordination, meeting preparation, and follow-ups
• Prepare operational summaries and status updates for leadership
• Help leadership stay organized across multiple businesses and projects

Operations Coordination

• Coordinate day-to-day operational activities across multiple business units
• Track pending tasks, unresolved issues, approvals, and deadlines
• Follow up with managers, vendors, contractors, and team members
• Maintain accountability and ensure proper follow-through on assigned responsibilities
• Help identify operational bottlenecks and escalation items

AI & Operational Efficiency

• Utilize AI tools and automation platforms to improve operational efficiency and decision-making
• Help leadership organize information, summarize data, prioritize tasks, and streamline workflows using AI-powered systems
• Research and recommend tools, automations, and process improvements
• Use AI responsibly for reporting, communication drafting, operational analysis, and productivity optimization
• Help reduce manual coordination work through structured systems and automation

Multi-Location Business Support

• Support operations across restaurant, café, catering, and office environments
• Conduct periodic operational check-ins and site visits as needed
• Assist with staffing coordination, scheduling communication, and operational readiness
• Help ensure smooth coordination between front-of-house, kitchen, marketing, and leadership teams

Project & Buildout Coordination

• Assist with tracking construction, permitting, vendor, and project timelines
• Coordinate communication with contractors, suppliers, architects, and external partners
• Organize project documents, quotes, invoices, approvals, and timelines
• Track milestone progress and help maintain project accountability

Communication & Follow-Up Management

• Manage operational communication flow between leadership and various teams
• Organize updates across email, messaging platforms, and operational systems
• Reduce communication overload by maintaining clear task tracking and follow-up systems
• Escalate urgent issues appropriately and proactively

Administrative & Organizational Support

• Organize business documents, contracts, invoices, and operational files
• Assist with reporting, dashboards, spreadsheets, and operational analytics
• Support onboarding coordination, vendor tracking, and subscription management
• Maintain organized digital filing and operational systems

Qualifications

Required

• Strong organizational and multitasking abilities
• Excellent communication and follow-up skills
• Ability to manage multiple priorities simultaneously
• High attention to detail and operational discipline
• Comfortable working in fast-paced and evolving environments
• Strong proficiency with:
• Microsoft Office
• Google Workspace
• Excel / Google Sheets
• Task management tools
• AI productivity tools
• Ability to work independently with minimal supervision
• Professional communication and problem-solving skills

Preferred

• Bachelor’s degree in Business, Operations, Hospitality, Management, or related field
• 3+ years of operations coordination, executive support, hospitality, project coordination, or similar experience
• Experience supporting multi-location businesses or entrepreneurial environments
• Hospitality, restaurant, catering, retail, or startup experience preferred
• Familiarity with:
• Microsoft Teams
• ClickUp / Asana
• Toast POS
• Scheduling systems
• Vendor coordination
• Reporting dashboards
• AI workflow and productivity platforms

Ideal Candidate Traits

We are looking for someone who is:

• highly organized
• proactive rather than reactive
• calm under pressure
• dependable and accountable
• detail-oriented
• adaptable and flexible
• tech-comfortable
• AI-curious and process-oriented
• capable of improving systems and workflows
• able to handle confidential information professionally
• capable of driving follow-through and accountability
• comfortable operating in a fast-moving entrepreneurial environment

Work Environment

This is a hybrid role involving:

• remote coordination work
• office-based work
• periodic visits to business locations
• occasional operational and vendor coordination outside traditional office settings

The role supports multiple businesses and requires flexibility, responsiveness, strong organizational capabilities, and comfort using technology and AI tools to improve operational effectiveness.

Growth Opportunity

This role offers strong long-term growth potential into:

• Operations Manager
• Executive Operations Manager
• Multi-Unit Operations Support
• Business Operations Lead

for candidates who demonstrate strong ownership, leadership, execution capabilities, and operational innovation mindset.

To Apply

Please submit:

• Resume
• Brief summary of relevant experience
• Examples of operational coordination, project tracking, executive support, or AI/productivity workflow experience
• Availability and preferred compensation range

Work Location: In person