Executive Operations Coordinator
Custora is a fast-growing 50+ person team looking to improve coordination across teams and company leadership. As we prepare for this growth, it’s critical we work hard to keep the team aligned with company goals and priorities. There are a number of things we’d like to improve to help us reach those goals — executive meetings, board meetings, all-company meetings, cross-team meetings, email updates when meetings aren’t necessary, and so on.
Each of these requires a good deal of preparation, scheduling, and post-meeting follow through. We’re looking for someone to collaborate with our founders and team leads to make these efforts more productive, coordinated, and valuable for all Custorians.
Roughly 50% of your time will be spent supporting the CEO, Corey. Except when he is writing songs for puppets. Well actually he may want some help here, but mostly just feedback on rhyming and vocals. This is very occasional. The two of you will work together to set up the right structure and cadence of all the above meetings and touch points. Then, you will help keep everything organized and on point.
You’ll collaborate with the broader leadership team and board members to gather info before meetings, set agendas, and follow-up afterward to ensure everyone is clear on next steps and follow-up actions.
Equally important, you’ll keep an eye out for ways the structure can improve. You and Corey will constantly work to make sure the way our team leads interact with each other is collaborative, focused, and productive.
This is a unique opportunity to get your hands dirty in the world of startup operations. You’ll gain first-hand knowledge on the myriad of activities that take place across the leadership team at a high-growth technology company. You’ll be instrumental in growing our community.
Some things you’ll do:
- Facilitate great team meetings: gather metrics and data in advance; set agendas; collect follow up items; track accountability. Basically, helps us live our meeting guidelines and maybe add some of your own.
- Focus our leadership’s time and attention: look ahead and play calendar jenga; optimize one-on-one check-ins; help ensure Corey and the team are prioritizing time on the right initiatives
- Foster a transparent, informed community: craft communication plans; help the executive team share our mission and vision; keep team leads informed and educated.
Some things you have:
- Exceptional organization :
- You could have been Marie Kondo — she just wrote the book first. You have to-do lists about improving your to-do lists. Likely, you live by your calendar and can tell us what you have planned in 8 days at 12 pm. You also probably noticed the typo in the first line of this job description.
- People skills:
- You’ve worked effectively with lots of different kinds of people. You can inspire others and bring them along on your journey — whether that’sa new restaurant or new idea. You appreciate a culture that’s collaborative, even at the expense of organization sometimes. But you’ll bring the organization, so that’s cool.
- Happy to work through ambiguity:
- If you don’t have all the materials at your fingertips to finish a project, you’ll make them or create a work around. Working in an environment that has more curvy than rigid lines is appealing - you’re willing to take ownership and build things.
- You get it done. Period.
- When all else fails, you believe no decision is worse than a bad decision, and you’re okay if that means making mistakes along the way. Missing a deadline is your worst nightmare.
- Business acumen:
- This role isn’t solely about organization and scheduling. You are curious about how businesses work — about how executive teams operate, manage, and prioritize.
- You might have a few years experience working in an administrative or operations role and you’re eager to apply expand your skill set by working with the exec team at a high-growth startup. You might have finished a couple years as an analyst at a top strategic consulting firm, and you’re eager to learn what it’s like on the other side of the aisle — what it takes to roll up your sleeves and build a company.
Here are a few projects you’ll work on in the first 6-months:
- Identify and coordinate ways to make our weekly and monthly all hand’s meetings more productive.
- Improve our communications with the Board of Directors, from monthly check-ins to quarterly meeting prep.
- Run point on gathering info, setting agendas, and follow-ups for team lead meetings
- Help Corey organize and prepare for team lead meetings, board meetings, and cross-functional meetings.
Things you won’t do:
- Be responsible for office facilities management (e.g. snacks, lunches, etc)
- Run personal errands for team leads