Executive Operations Specialist

@ Ideas United
Ideas Unitedideasunited.com

Executive Operations Specialist

Posted 2 weeks ago

About the job

Ideas United is a creative studio specializing in storytelling through high-quality videos, events, and content for brands, nonprofits, and educational institutions. The role supports leadership with operations, planning, and communication, fostering an inclusive environment and innovative workflows.

Requirements

  • Experience in operations or business management
  • Strong organizational skills
  • Proactive and detail-oriented
  • Experience with CRM tools like Pipedrive
  • Ability to handle sensitive info

Qualifications

  • 3-5 years in executive support
  • Familiar with Google Suite, Slack
  • Interest in AI and automation
  • Excellent communication skills

Full job description

Ideas United is a creative studio built on the power of storytelling. Our progressive model allows our team to take an unconventional approach – by finding and fostering emerging talent, we have built a global talent network of 3,500 storytellers working alongside our in-house creatives. We partner with the best in the business — from trailblazing brands to pioneering universities and nonprofits. Through authentic, story-driven content, we create high-quality videos (from television ads to digital), events, and more. Our clients (partners) have included leading brands such as Disney, Southern Company, The Coca-Cola Company, and PGA TOUR, along with incredible university & nonprofit partners such as Smithsonian Institution, Emory University, Georgia Tech, Georgia State University, University of Cincinnati Health, and many others.  We push boundaries — investing in purpose-driven collaborations that create a lasting impact. Together, we lift voices and drive change, amplifying underrepresented perspectives and celebrating the storytellers who shape our world.

We are a team of people with diverse backgrounds, different perspectives, and unique interests. We are committed to creating an inclusive environment where everyone, regardless of race, gender, religion, sexual orientation, age, or disability has equal opportunities to thrive, collaborate, and create. 

Click here to learn a bit about our team!

What you'll do:

  • Manage calendars, scheduling, meeting logistics, travel, and day-to-day administrative needs with thoughtfulness and attention to detail.

  • Ensure leaders have the right context, materials, agendas, and follow-up notes needed to walk into meetings prepared.

  • Help manage the flow of information among senior leaders, internal teams, and external partners to ensure communication remains clear and timely.

  • Handle sensitive information, executive priorities, and leadership conversations with discretion and professionalism.

  • Be a leading voice for the use of AI to optimize workflow, time management and buying back executive leadership time. 

  • Research companies, organizations, and potential partners to provide helpful context ahead of meetings, outreach, and proposals.

  • Help maintain Pipedrive/CRM updates, next steps, deadlines, and follow-ups so opportunities do not lose momentum.

  • Assist with pulling together proposal materials, presentations, case studies, background notes, and other resources needed for partner conversations.

  • Support thoughtful partner and prospect moments - including gifting, follow-ups, meeting preparation, and event logistics- that reflect the iU experience.

  • Track action items, deadlines, and follow-ups from leadership meetings, Slack conversations, and ongoing projects to make sure nothing important falls through the cracks.

  • Help coordinate with Growth, Accounts, Creative, Production, Project Management, and other internal teams as priorities move from conversation to action.

  • Keep documents, resources, meeting notes, templates, and internal materials organized and easily accessible.

  • Support the Head of Operations & Executive Support in keeping visibility into what is moving, what is stuck, and where follow-up is needed.


    • What we'll love about you:

  • You enjoy bringing structure and organization to fast-moving, evolving environments.

  • You’re energized by improving processes and helping teams stay aligned and productive.

  • You like connecting work across teams and ensuring priorities move forward.

  • You take pride in anticipating needs, spotting gaps, and helping leaders operate more effectively.

  • Experience in operations, program coordination, and business operations.

  • Sound judgment and discretion when working with sensitive or confidential information.


    • Preferred qualifications:

  • 3 - 5 years of experience working in the functional world of Executive Assistant.  

  • Familiarity with tools such as Pipedrive, Monday.com, Google Suite, and Slack. 

  • Interest in workflow optimization, automation, or AI-enabled productivity tools.


    • What you'll love about us:

  • Competitive salary
  • Health, vision, and dental insurance
  • Unlimited PTO
  • Robust 401k with company-matching 
  • Flexible working schedule + a hybrid-friendly environment 
  • Professional growth + internal educational events
  • Dog-friendly office


    • If you require reasonable accommodation in interviewing, completing any employment testing, or otherwise participating in this hiring process, please use our application to indicate any specific inquiries. Only requests related to accommodations will be responded to.

    All offers of employment at Ideas United are contingent upon clear results of a background check. Background checks will be conducted on all final candidates.

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