Panorama Education

Executive Coordinator – Operations Administrator

Panorama Education

full-time

Posted on:

Location Type: Hybrid

Location: Boston • Massachusetts • United States

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Salary

💰 $82,800 - $110,400 per year

About the role

  • Serve as the primary point of contact for the CMO, CRO, and CCO, supporting both executives and their teams
  • Manage and strategically gatekeep complex, high-volume calendars across three executives, multiple time zones, using judgment and tools to optimize time and priorities
  • Coordinate logistics, agendas, and materials for Marketing, Revenue and Client Partnerships team offsites.
  • Leverage AI and productivity tools to support scheduling, meeting preparation, and workflow optimization
  • Prioritize meeting requests and make informed decisions to protect time for strategic thinking and focus
  • Coordinate and book domestic travel, including itineraries and logistics
  • Prepare and submit expense reports in a timely and accurate manner
  • Join weekly leadership and team meetings to capture notes, key takeaways, and action items (including using AI tools to enhance note-taking and summarization)
  • Ensure timely follow-ups on commitments, decisions, and cross-functional dependencies
  • Act as a strategic partner to optimize executive effectiveness, workflow, and time management
  • Maintain a consistent in-office presence (2 days/week) to support operational needs
  • Check and distribute incoming mail; coordinate outgoing mail including paper checks to Finance
  • Monitor and triage company-wide Jira tickets, ensuring timely routing and resolution
  • Manage and deploy MiFi devices to employees as needed
  • Coordinate coworking access by registering employees for Workbar when visiting Boston
  • Manage and forward voicemails from the company’s main line to appropriate teams
  • Identify opportunities to streamline operational processes and improve efficiency through tooling and automation
  • Support general office operations and act as a resource for employees visiting the Boston office
  • Be the point person for all teams if they need in person support at Boston based client meetings

Requirements

  • 5+ years of experience in executive support, operations, or administrative roles (supporting senior leaders)
  • Exceptional organizational and time management skills with strong attention to detail
  • Demonstrated ability to manage multiple priorities and stakeholders simultaneously
  • Strong judgment and decision-making skills, especially in calendar and time management
  • Excellent written and verbal communication skills
  • Proficiency with tools such as Google Workspace, Slack, Jira, and expense management systems (Expensify)
  • Comfort with or willingness to learn and adopt AI-powered tools to enhance productivity and decision-making
  • Ability to work independently while maintaining a high level of collaboration
Benefits
  • 401K with an employer match
  • Health, dental, vision, life insurance, and short-term and long-term disability coverage.
  • Flexible spending account for health care and dependent care
  • Wellness Reimbursement
  • Work from Home Reimbursement
  • Flexible vacation policy
  • Parental leave program
  • Company Issued Laptop
Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard Skills & Tools
calendar managementlogistics coordinationexpense reportingnote-takingworkflow optimizationprocess improvementtime managementdecision-makingscheduling
Soft Skills
organizational skillsattention to detailjudgmentcommunication skillscollaborationindependenceprioritizationstrategic thinkingstakeholder management