Executive and Operations Coordinator Full Time NEW

Location: Remote (Washington D.C., Miami, FL, Morgantown, WV metro areas preferred)

ROC is a cutting-edge developer of computer vision based biometric and video analytic technologies whose product portfolio includes industry leading AI/ML algorithms and a full-stack computer vision platform. Founded in 2015, ROC is headquartered in Denver, CO. with offices in Morgantown, WV., and Grand Rapids., MI. With over 60 full-time employees, ROC licenses software in support of a wide range of applications including financial services, law enforcement, military, and consumer electronics.

We are seeking a highly organized and proactive Executive Operations Coordinator to support our executive team and assist with key administrative aspects of our people and commercial operations. This role is primarily focused on execution and coordination, ensuring day-to-day activities run smoothly across executive support, HR administration, and basic operational workflows.

The ideal candidate thrives in a fast-paced environment, brings strong attention to detail, and is comfortable managing multiple priorities while maintaining discretion and professionalism. You’ll work closely with leadership and cross-functional teams—including Business Development, Legal, Finance, and Engineering—to ensure smooth day-to-day operations, accurate execution of licensing workflows, and a seamless employee experience. This role is well-suited for an early-career professional or someone with 2–5 years of experience looking to grow in operations, HR, or executive support.

Responsibilities include:

Executive Administration & Support

• Executive Administration & Support.
• Manage and maintain executive calendars, including scheduling, prioritization, and conflict resolution across multiple stakeholders and time zones.
• Coordinate domestic and international travel arrangements, including detailed itineraries, transportation, and accommodations.
• Draft, review, and manage executive correspondence with a high level of professionalism and discretion.
• Prepare meeting materials, agendas, presentations, and pre-reads; capture and distribute clear, accurate meeting notes as needed.
• Process expense reports and invoices accurately and in a timely manner.
• Manage corporate administration of accounts for cell phones, business cards, etc.

HR Administration & Coordination

• Support day-to-day HR administrative functions, including maintaining employee records and updating HR systems.
• Coordinate recruiting logistics, including job postings, interview scheduling, and candidate communication.
• Assist with onboarding and offboarding processes to ensure a smooth and positive employee experience.
• Support performance review cycles and internal people processes through scheduling, tracking, and documentation.
• Help maintain and update internal HR documentation, policies, and employee resources.
• Assist in planning and coordinating employee engagement activities and company events.

Licensing Administration & Operational Support

• Track customer licensing information and maintain accurate internal records.
• Prepare and coordinate standard license files for delivery in partnership with technical and customer-facing teams.
• Assist in reviewing contracts for key licensing terms and flag questions or inconsistencies for Legal or senior team members.
• Maintain licensing-related documentation, including internal guides and reference materials.
• Track licensing requests and follow up to ensure timely execution and resolution

Cross-Functional Coordination

• Partner with Business Development, Engineering, Legal, Finance, and Customer Delivery teams to support smooth execution of operational workflows.
• Coordinate across teams to support scheduling, communication, and task follow-ups.
• Ensure information is shared appropriately and in a timely manner.
• Escalate issues or delays to appropriate stakeholders.
• Identify and suggest opportunities for improving administrative and operational processes.

Required Skills and Experience:

• Communication & Collaboration: Strong written and verbal communication skills, with the ability to coordinate across teams, ask clear questions, and escalate issues appropriately.
• Organization & Attention to Detail: High level of accuracy in managing data, tracking licensing information, and supporting operational workflows in a fast-paced environment.
• Project Coordination: Ability to manage tasks and timelines across multiple workstreams, ensuring deadlines are met and stakeholders are kept informed.
• Technical Aptitude: Comfort learning new tools and systems, with a basic understanding of software products or back-end concepts (e.g., APIs, SDKs) preferred but not required.
• Adaptability: Ability to handle shifting priorities and “context switch” across different business functions, including operations, finance, and customer support.
• Problem-Solving Mindset: Willingness to troubleshoot issues, propose practical solutions, and contribute to improving day-to-day processes.
• Growth Orientation: Eagerness to learn, take on increasing responsibility over time, and contribute to scaling operations in a growing company.

Other Relevant Skills and Experience (Preferred)

• Experience supporting senior executives in a fast-paced environment is strongly preferred.
• Exposure to Commercial or Operational Environments: Internship or early-career experience in operations, consulting, finance, or a related field.
• Data & Systems Familiarity: Experience working with CRM systems (e.g., Salesforce, Pipedrive) or maintaining structured datasets.
• Interest in Technical or Regulated Environments: Exposure to software, data systems, or regulated industries (e.g., government, security, or compliance) is helpful but not required.

Compensation for this role includes:

• Competitive salary with opportunities for growth.
• This position is eligible to participate in our annual performance bonus program and our equity incentive plan (restricted stock units).
• Comprehensive medical, dental, and vision insurance plans.
• 401(k) retirement plan with a 3% non-elective employer contribution (ROC contributes 3% of your salary automatically, regardless of your individual contribution level).

This is an exceptional opportunity for individuals eager to contribute to a cutting-edge computer vision and machine learning company where you will collaborate with a team of experts to support state-of-the-art products that serve a wide range of industries. ROC believes in a healthy work / life balance, and pays particular attention to employee needs and wellbeing. ROC provides employees with unlimited PTO, a flexible work schedule, and a hybrid work environment. Employees are dedicated and hardworking, but are encouraged to take time off to rest, reset, and focus on family and personal health.

ROC is committed to building a diverse and inclusive team. We welcome applicants of all races, colors, religions, ethnicities, genders, sexual orientations, disabilities, national origins, identities, and protected veteran statuses. If you’re excited about this role and the impact you can make, we strongly encourage you to apply.