Executive Operations Coordinator (AI & Business Operations)

One Federal Solution (OFS) is seeking an exceptionally organized, proactive, and technology-driven professional to work directly with the CEO and support the day-to-day operations of a growing business.

This is not a traditional Executive Assistant position. While executive support is an important part of the role, we are looking for someone who enjoys solving problems, improving processes, leveraging Artificial Intelligence to increase productivity, and helping leadership stay focused on strategic priorities.

The ideal candidate is naturally curious, learns quickly, enjoys taking ownership, and is comfortable wearing multiple hats in a fast-paced environment. This role offers significant opportunities for growth as the company continues to expand.

Key Responsibilities

Executive Support

• Manage multiple executive calendars, meetings, and scheduling priorities.
• Coordinate internal and external meetings, ensuring agendas, materials, and follow-up actions are organized and completed.
• Track executive action items and help ensure commitments are completed on time.
• Prepare presentations, executive briefings, meeting notes, and professional correspondence.
• Coordinate travel, events, and executive logistics as needed.

Business Operations

• Help coordinate projects across multiple teams and departments.
• Track deliverables, deadlines, and project milestones.
• Assist with operational planning and process improvements.
• Conduct market research, competitive analysis, and business research.
• Prepare reports, dashboards, and executive summaries.
• Organize and maintain business documentation and knowledge repositories.

AI & Process Improvement

• Utilize AI tools such as ChatGPT, Claude, Gemini, Microsoft Copilot, or similar platforms to improve productivity and streamline daily operations.
• Research new AI technologies and recommend practical business applications.
• Assist in creating AI-assisted workflows, templates, and documentation.
• Identify repetitive tasks that can be automated or improved through technology.
• Continuously seek opportunities to improve efficiency across the organization.

Communication & Coordination

• Serve as a point of coordination between leadership and internal teams.
• Follow up on assignments and ensure projects continue moving forward.
• Communicate professionally with executives, employees, partners, and clients.
• Help maintain accountability across multiple initiatives.

Qualifications

• 3–5 years of experience supporting executives, business operations, project coordination, consulting, or a similar role.
• Excellent organizational and time management skills.
• Strong written and verbal communication abilities.
• Ability to prioritize multiple projects in a fast-paced environment.
• Strong analytical and critical thinking skills.
• High level of professionalism and discretion when handling confidential information.
• Self-motivated with the ability to work independently while collaborating effectively with others.

Preferred Skills

Experience with some of the following is preferred:

• Microsoft Office Suite (Excel, Word, PowerPoint, Outlook)
• Microsoft 365 and SharePoint
• Power BI or similar reporting tools
• Project management platforms such as Monday.com, Asana, ClickUp, Jira, or Trello
• AI tools including ChatGPT, Claude, Gemini, Microsoft Copilot, or similar
• Workflow automation tools such as Zapier, Make, or Microsoft Power Automate

What We’re Looking For

The right candidate will:

• Be highly organized and detail-oriented.
• Learn new technologies quickly.
• Take initiative and solve problems without waiting to be directed.
• Be naturally curious and continuously seek better ways to accomplish work.
• Think critically and make sound decisions.
• Thrive in a fast-paced environment with changing priorities.
• Be comfortable working directly with executive leadership.
• Enjoy collaborating in an office environment while maintaining flexibility when needed.
• Demonstrate strong integrity, accountability, and professionalism.

Growth Opportunity

This position is ideal for someone who wants more than a traditional administrative role. As the company grows, this position has the opportunity to expand into leadership responsibilities within operations, business management, process improvement, and AI-driven initiatives.

 About One Federal Solution

One Federal Solution (OFS) is an innovative Professional Services provider with over 20 years of experience supporting Defense and Civilian agencies. OFS specializes in Business Intelligence, Acquisition and Procurement, and other Professional Services. We are pioneers, builders, thought leaders, and pride ourselves in thinking outside the box to co-create with our customers, helping them achieve excellent enterprise-wide outcomes. As a certified Service-Disabled Veteran-Owned Small Business (SDVOSB), OFS is committed to providing people who deliver high performance and excellence to our government partners.