Job Application for Executive Operations Coordinator at Attivo Partners

Join the Rapidly Growing Team at Attivo Partners!

Are you dedicated to excellence and eager to advance your career? Passionate about technology and startups? Excited to work with some of the most innovative early-stage companies in the world? If so, Attivo Partners is the place for you!

Why Attivo?

Attivo Partners is a fast-growing full-service finance and accounting consulting firm headquartered in San Francisco, with a presence in major startup hubs across the US. Our remote teams specialize in providing fractional CFO and accounting services to venture-backed emerging growth clients, supporting their journey from inception to over $50M in revenue.

What We Offer:

Collaborative Environment: Work alongside a talented team with extensive experience in venture-backed companies. At Attivo, we believe in teamwork and value the unique insights and creativity each member brings.
Culture of Growth: We thrive on the challenges presented by diverse and exciting clients, offering unparalleled learning and professional development opportunities.
Mentorship and Training: We are committed to nurturing talent and providing ongoing mentoring and training to help you grow personally and professionally.
Flexibility: We understand the importance of balance and are dedicated to maintaining a culture that supports your career and personal life.

Our Values:

Lasting Relationships: We build solid and enduring connections with our clients and team members.
Data-Driven Insights: We leverage data to drive intelligent decisions and impactful results.
Growth-Focused Mindset: We embrace opportunities for continuous improvement and innovation.
Collaboration-First: We prioritize teamwork and believe the best solutions come from working together.
Culture-Conscious: We foster a supportive and inclusive culture where everyone can thrive.

Join us at Attivo Partners and be part of a team that's shaping the future of finance and accounting for startups. Let's grow together!

Role Overview

The Executive Operations Coordinator serves as a true operational partner to the Partner, owning the structure, organization, and follow-through required to keep priorities, commitments, and workflows on track.

This role goes beyond traditional administrative support. The ideal candidate will act as a highly proactive, systems-oriented operator who can manage a dynamic and often unpredictable environment—balancing periods of low activity with moments of high urgency and rapid change.

You will be responsible for managing the Partner’s time, holding priorities accountable, and ensuring nothing falls through the cracks, even as priorities shift.

Responsibilities

Calendar Management & Scheduling

Own and manage a complex, high-volume calendar with competing priorities
Proactively resolve conflicts, anticipate scheduling issues, and optimize time usage
Prepare structured daily and weekly views of priorities and commitments
Ensure meetings are well-prepared with agendas, materials, and context

Task Management & Accountability

Act as an accountability partner to the Partner by tracking all priorities, commitments, and follow-ups
Maintain a clear system for task tracking and execution (not ad hoc)
Proactively follow up—often multiple times—to ensure completion of key items
Confidently and professionally push back or redirect when priorities are at risk

Operational Coordination & Staffing Support

Gather and organize information related to team capacity, workload, and availability
Coordinate across team members to support staffing alignment
Track assignments, follow-ups, and outstanding decisions
Ensure communication flows clearly across stakeholders

Systems, Tools & Process Optimization

Build and maintain simple, effective systems (trackers, dashboards, workflows) to improve visibility and organization
Utilize tools such as Google Sheets, Notion, Airtable, or similar platforms to manage work
Identify inefficiencies and proactively implement improvements

AI & Technology Enablement

Leverage AI tools (e.g., ChatGPT, Claude, Notion AI) to:

Draft communications
Summarize information
Improve efficiency of recurring tasks

Continuously explore ways to use technology to streamline administrative and operational work

Communication & Gatekeeping

Serve as a communication hub and gatekeeper for the Partner
Prioritize inbound requests and determine what requires immediate attention
Draft and manage communications with professionalism and discretion
Maintain strict confidentiality at all times

Requirements

Exceptional organizational and time management skills
Strong ability to prioritize in ambiguous and shifting environments
High level of ownership and follow-through
Ability to manage up and influence without authority
Strong written and verbal communication skills
High level of discretion and professionalism
Comfort operating in a highly variable environment (some weeks quiet, others fast-paced and reactive)
Ability to manage up and hold a senior leader accountable in a professional, direct manner
Willingness to take ownership without waiting for direction
Strong preference for individuals who enjoy variety, problem-solving, and being pulled into different priorities

Qualifications

3+ years supporting a senior executive, partner, or business owner
Demonstrated experience managing complex calendars and competing priorities
Proven ability to build and maintain task management or organizational systems
Experience coordinating across teams or supporting operational workflows
Strong proficiency in:

Google Workspace or Microsoft Office
Excel / Google Sheets (formulas, pivots, tracking)
Experience using AI tools in day-to-day work strongly preferred

Location/Travel

Remote - Pacific Time Zone, preferred but not required
Ability to travel at least twice a year for All-Staff Retreats & Regional Meetups

Reports To: Partner - Rebecca Lee

Hourly Rate: $55-70/hr.

Position Status: Part-Time, non-exempt, up to 20 hours per week

Final Notes

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Attivo Partners is an equal opportunity employer and is committed to a diverse workplace. People from diverse racial, ethnic and cultural backgrounds, women, LGBTQ+ individuals, and persons with disabilities are highly encouraged to apply.

Attivo Partners will never request payment, sensitive personal information, or unsolicited account access at any stage of the hiring process. All legitimate communication from our team will come *exclusively from an @attivopartners.com email address. If you receive a message claiming to be from Attivo that does not use this domain - or if something feels unfamiliar - please disregard the communication and report it to us at Recruiting@Attivopartners.com.

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Executive Operations Coordinator