Ap Operations Associate Jobs in Virginia (NOW HIRING)

Benefits:

• 401(k)
• Competitive salary
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

The Executive Coordinator is a trusted, high-discretion, hands-on role supporting the CEO directly and working closely with the COO and Business/Finance Manager to run a family-owned, multi-site early education organization. This role blends executive-level support (calendar management, meeting preparation, event planning, and executive communications) with operational coordination across multiple sites and substantial financial administration, including accounts payable and bill-pay responsibilities. The successful candidate will bring strong AP and vendor-management experience, familiarity with multi-site operations, and exceptional discretion when handling confidential financial, personnel, and leadership information.
Reporting Relationship
Reports to: CEO
Works closely with: COO, Business/Finance Manager, School Leadership, and Owners
Coordinates with: Affiliated real estate entities, property management, and external vendors
Role Purpose
The Executive Coordinator exists to:
Provide the CEO with a true right hand to ensure priorities are implemented and standards are upheld.
Create reliable executive coordination across multiple sites and leaders.
Operate a disciplined AP/bill-pay and reporting process while maintaining controls and transparency.
Improve communication, documentation, and leadership operating rhythm.
Lead all filing requirements for legal reporting, licensing, file management, and record retention
Core Responsibilities
1) Executive Support and CEO Leverage
Manage CEO calendar, schedule, meeting preparation, and travel arrangements.
Prepare agendas, briefing notes, and concise decision summaries.
Track Executive commitments; maintain action logs and ensure follow-through.
Draft and polish internal and external communications on behalf of the CEO and Executive Team.
Serve as gatekeeper: triage incoming matters and protect CEO focus time.
2) Executive Leadership Team Coordination
Coordinate weekly leadership cadence and standing meetings.
Maintain a centralized priority dashboard of key initiatives and operational issues.
Ensure documentation is current and accessible: org charts, vendor lists, policies.
Support cross-functional projects (enrollment, staffing, policy rollouts).
3) Standards, Compliance Support, and Operational Follow-through
Hold the line on organizational standards and escalate exceptions appropriately.
Support the COO and site leaders by tracking recurring operational requirements.
Coordinate internal checks and documentation reviews (Handbooks, SOPs).
Identify process breakdowns and propose repeatable solutions.
4) Financial Administration (AP / Bill Pay)
This role will operationally run the accounts payable lifecycle while ensuring exceptions are reviewed with designated leaders.
Receive, organize, and prepare invoices for payment; maintain AP schedule.
Prepare and execute payments (check/ACH/bill-pay) per company policy.
Maintain required vendor documentation (W-9s, insurance certificates, contracts).
Research and resolve vendor or invoice discrepancies.
Access bank records as required for bill pay; provide documentation for reconciliations.
Act as key contact and liaison with the external bookkeeping and accounting firms.
5) Affiliated Companies / Real Estate Coordination
Coordinate communications between school operations and affiliated real estate entities as needed.
Track property-related requests, repairs, and capital projects in coordination with the Facilities and Assets Manager.
Maintain property and vendor files and clarify entity responsibilities.
Ensure annual reporting is completed on time per state requirements.
6) Confidential Administration and Special Projects
Handle sensitive leadership and personnel information with discretion within assigned scope.
Support owner/family coordination and prepare confidential materials.
Own special projects that are high priority and do not have a natural home.
Education & ExperienceBachelors degree in Business Administration, Finance, or Accounting preferred but not required. We welcome candidates with an Associates degree or relevant certifications and 3+ years of demonstrated executive support and accounts-payable or financial administration experience. Equivalent combinations of education and experience will be considered. Knowledge of general HR systems is preferred. Knowledge of the Entrepreneurial Operating System (EOS) is preferred. This position is for an experienced professional.