Operations coordinator Jobs in Quincy, MA

About the Role

Panorama Education is seeking a highly organized, proactive, and strategic Executive Coordinator & Operations Administrator to support our Chief Marketing Officer (CMO), Chief Revenue Officer (CRO), and Chief Client Officer (CCO). This role sits at the intersection of executive support and internal operations, ensuring both our leaders and our office systems run smoothly.

The ideal candidate is a detail-oriented problem solver who thrives in a fast-paced environment, anticipates needs before they arise, and embraces modern tools, including AI, to work smarter, faster, and more effectively.

This position requires candidates to be based in the Greater Boston area.

Key Responsibilities

Executive Coordination

• 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

Operations & Office Support

• 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

What Makes You a Great Fit

• You anticipate needs and proactively solve problems before they arise
• You are comfortable navigating ambiguity and making thoughtful decisions
• You are highly discreet and maintain confidentiality with sensitive information
• You thrive in a fast-paced, high-growth environment
• You enjoy being both detail-oriented and strategic in your work
• You are curious about emerging technologies and excited to incorporate AI into your daily workflows
• You proactively leverage AI tools (e.g., for note-taking, drafting communications, scheduling insights, or task automation) to increase efficiency and effectiveness
• You continuously look for opportunities to streamline processes and improve how work gets done using modern tools and systems
• You are eager to experiment, learn, and help others adopt new tools that enhance productivity across the organization

Benefits

The base salary range for this position is $82,800 - $110,400.

Our salary is just one component of Panorama’s competitive total rewards strategy that also includes annual bonuses or commission awards, equity awards, as well as other region-specific health and welfare benefits

Some of the additional benefits offered are:

• 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