Finance & Business Operations Coordinator (Executive Assistant)

Overview

The Finance & Business Operations Coordinator provides trusted, confidential administrative and operational support to the SVP of Finance & Business Operations. This role is responsible for protecting the leader’s time and priorities through expert calendar and inbox management, proactive coordination, and disciplined follow-through. The Coordinator serves as a key point of contact for internal stakeholders, ensuring communications, meetings, and sensitive items are handled with discretion, professionalism, and sound judgment.

**This is an on-site role in Houston, TX to support close collaboration and effective teamwork with our in-office team. 

What's In It For Me?

• Market Value Compensation - $60,000-$70,000/ Year
• PTO Plan
• Health, Vision and Dental plans for you and your family to choose from
• 401K Retirement Plan with company match up to 30%
• Life Insurance, Short-Term and Long-Term Disability
• Special Program Options: FSA, EPA, Legal Services, and Identity Theft
• Continuous Training for your Professional Development
• Working in a dynamic, collaborative, and fun environment
• Coached and supported career growth

Responsibilities

What Will I Do?

Confidential Executive Administrative Support

• Manage a complex calendar for the SVP, including scheduling, prioritizing requests, resolving conflicts, and ensuring time is aligned to business priorities.
• Provide inbox/email support as needed (triage, drafting responses, flagging urgent items, organizing threads, and tracking follow-ups) with strict confidentiality.
• Handle sensitive information (employee matters, financial information, leadership discussions, vendor negotiations, and legal/HR-related communications) with discretion and appropriate escalation.
• Serve as a gatekeeper and trusted partner – anticipate needs, surface risks, and protect focus time.

Meeting & Communication Management

• Coordinate meeting logistics end-to-end: agendas, pre-reads, attendees, locations/virtual links, and reminders.
• Capture decisions and action items; maintain a follow-up tracker and drive completion by partnering with owners and deadlines.
• Draft, proofread, and format communications, memos, and meeting notes to support leadership and cross-functional alignment.
• Act as a professional point of contact for leaders and partners across the company; route requests appropriately and ensure timely responses.

Operational Rhythm & Planning Support

• Maintain recurring operating cadences (weekly leadership meetings, KPI reviews, budgeting/planning checkpoints, business updates) and ensure materials are prepared and distributed.
• Support preparation of presentations and documents (PowerPoint/Slides, Excel trackers, talking points) with strong attention to detail and brand professionalism.
• Assist with coordination of offsites, leadership visits, and key events, including agendas, logistics, and follow-up actions.

Organization, Systems & Process Improvement

• Maintain organized digital filing systems for leadership materials, key documents, and reference resources.
• Build and maintain simple trackers/checklists for recurring processes, deadlines, and requests.
• Identify inefficiencies in recurring coordination tasks and propose improvements to streamline workflows.

Qualifications

Do I Have What It Takes?

• 3+ years of experience providing administrative or coordinator support to senior leaders (Director/VP/SVP level preferred).
• Demonstrated ability to handle highly confidential information with discretion and sound judgment.
• Strong calendar management skills with experience prioritizing and navigating competing requests.
• Excellent written and verbal communication; professional presence with all levels of the organization.
• High proficiency in Microsoft Office (Outlook, Excel, PowerPoint, Word) and collaboration tools (Teams/SharePoint/OneDrive or similar).
• Highly organized, detail-oriented, and able to execute independently in a fast-paced environment.
• Familiarity with business systems/tools (e.g., ServiceTitan, Power BI, DOMO, Ninety) is a plus.

Wrench Group and its affiliates are proud to be an Equal Employment Opportunity employer. We do not discriminate based upon race, religion, color, national origin, gender (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, gender expression, genetic information, age, status as a protected veteran, status as an individual with a disability, or other applicable legally protected characteristics. The company encourages all qualified candidates who are eligible to work in the United States to apply, but it does not sponsor applicants or employees who require a visa to work legally.