Executive Operations Coordinator

The Executive Operations Coordinator is a vital part of BoxPower's day-to-day operations. You will be involved in the logistics, coordination, and administrative infrastructure that keeps the executive team focused, and the office running — from scheduling and meeting prep to vendor management, new hire onboarding, and company-wide event coordination. 

You will work closely with the Chief of Staff and across the full executive team, supporting administrative and logistical needs. This is a broad, execution-focused role with a high bar for detail and follow-through. Nothing falls through the cracks on your watch. 

The ideal candidate has supported multiple stakeholders simultaneously in a hybrid office environment, thrives on making complex logistics look effortless, and is comfortable switching between scheduling a board dinner, ordering office supplies, and working on spreadsheets in the same afternoon. You are comfortable using AI tools to produce higher-quality work faster. 

Key Responsibilities 

Executive and Administrative Support 

• Involved in the planning and execution of biannual all-company events end-to-end — venue coordination, travel logistics, catering, agenda support, budgeting, and on-the-ground execution. 

• Coordinate logistics for in-person executive meetings and office gatherings — board dinners, team lunches, visitor coordination, and conference room setup. 

• Support Legal, Finance, and Chief of Staff in maintaining and applying for certificates of authority, business licenses, and resale permits across applicable jurisdictions. 

• Maintain compliance and administrative records — licenses and insurance — and flag renewals proactively. 

• Coordinate multi-party scheduling across executive calendars, including board meetings and external-facing meetings with partners, vendors, and other outside contacts. 

• Prepare materials for executive meetings, including agendas, slide decks, and supporting spreadsheets. 

Business Operations Support 

• Assist with data gathering, tracking, and presentation preparation for KPI reviews, all-hands meetings, and other recurring business rhythms. 

• Field questions and requests from employees and external partners and get them the answer or route them to the right person or resource. Maintain internal directories, org charts, and resource guides so employees can self-serve. 
• Provide flexible support across departments for internal requests and day-to-day operational needs.
   

Office and People Operations 

• Responsible for most day-to-day office operations: supplies, snacks, kitchen stocking, equipment, and annual office upgrades budget. 

• Maintain communications with office vendors — catering, supplies, software.  Work with other departments evaluating and coordinating vendor contracts and services. 

• Assist with company software application account creation and assignments including license tracking, and access across platforms including Microsoft 365, Autodesk, and ClickUp. 

• Support HR operations as needed, with a focus on employee onboarding and offboarding, ensuring smooth transitions and consistent experience for all staff. 

Employee Culture and Engagement 

• Coordinate ongoing employee engagement activities including team lunches, happy hours, and holiday celebrations. 

• Coordinate employee milestone recognition: birthdays, work anniversaries, and team celebrations via Slack and gifts. 

Required Qualifications 

• 1+ years of experience in an executive assistant, operations coordinator, or similar administrative role. 

• Demonstrated experience supporting multiple stakeholders simultaneously in a professional office environment. 

• Strong attention to detail with a solutions and service attitude. 

• Strong written and verbal communication skills in English. 

• Valid California driver's license. 

• Availability to work on-site at BoxPower's Grass Valley, CA office a minimum of 3 days per week. 

Preferred Qualifications 

• Experience in a company of 50+ employees with a mix of on-site and remote employees. 

• Proficiency with Microsoft 365 — Outlook, Excel, Word, PowerPoint, and Teams. 

• Experience using AI tools,
  to produce and improve work product. Familiarity with Claude a plus. 

• Experience coordinating multi-day company events or onsite meetings. 

• Experience with vendor evaluation, onboarding, and relationship management. 

• Ability to assist and monitor software seat management, access provisioning and basic trouble shooting. Experience with MS 365, Autodesk, Bluebeam or ClickUp is a plus. 

• Ability to accurately enter data into applications and spreadsheets, basic spreadsheet construction, and presentation formatting. 

• Experience with Slack as a primary communication tool.