Job Description

The Workplace Experience & Executive Operations Lead plays a central role in creating an exceptional employee experience while ensuring the smooth execution of executive and organizational priorities. Reporting to Internal Communications, this role combines workplace experience, event management, executive operations, and communications support to help leaders operate more efficiently and deliver high-quality experiences for employees.

This individual serves as the operational hub for many of the organization's highest-visibility initiatives-from company events and leadership meetings to executive communications and day-to-day coordination. They bring exceptional organization, attention to detail, discretion, and a service-oriented mindset, enabling executives to stay focused on strategic priorities while ensuring important work is executed seamlessly behind the scenes.

The ideal candidate enjoys variety, thrives in a fast-paced environment, anticipates needs before they arise, and can comfortably shift between planning and setting up for company-wide events, formatting a board presentation, coordinating leadership materials, or sending an executive communication on short notice.

Due to the nature of this role, the role will be based in the Seattle office 4 days a week and will be expected to be available on call occasionally during weekends and after hours for urgent business requests.

Key Responsibilities

Workplace Experience & Employee Engagement

• Coordinate workplace experiences that strengthen employee engagement and connection.

• Plan and execute employee events, celebrations, volunteer activities, town halls, leadership meetings, and office engagement initiatives.

• Partner with Facilities, People Operations, Internal Communications, and business leaders to create welcoming and engaging workplace experiences.

• Manage event logistics including vendors, catering, room setup, registrations, budgets, materials, and day-of execution.

• Maintain the annual calendar of company events and cultural moments.

Executive Operations & Leadership Support

• Coordinate executive and leadership team meetings, including agendas, logistics, meeting materials, and follow-up.

• Gather presentations and updates from leaders and consolidate them into polished executive-ready materials.

• Support executive planning by coordinating schedules, deadlines, deliverables, and cross-functional follow-up for key initiatives.

• Prepare, proofread, and format presentations, reports, executive correspondence, and meeting materials.

• Coordinate executive travel logistics, expense reporting, purchase requests, invoices, and administrative tasks as needed.

• Provide responsive operational support for time-sensitive requests and changing business priorities.

Communications & Content Support

• Assist with drafting, editing, proofreading, and formatting executive emails, announcements, presentations, and internal communications.

• Ensure communications are accurate, professionally formatted, and consistent with Trupanion's voice and standards.

• Coordinate distribution of leadership communications and support company-wide messaging initiatives.

• Maintain templates, presentation libraries, and communication resources.

Project & Program Coordination

• Coordinate multiple concurrent projects while tracking timelines, deliverables, owners, and dependencies.

• Develop repeatable processes, planning templates, and organizational tools that improve efficiency.

• Manage vendors, contracts, budgets, and purchase orders for workplace and communications initiatives.

• Serve as a central point of coordination across Internal Communications, executive leadership, Facilities, IT, and People Operations.

Compensation:

• The hourly range for this position is $40.87 - $42.91 an hour on a full-time schedule.

• Along with base compensation, Trupanion employees are currently eligible for monthly bonuses.

• We want all employees to be invested in Trupanion's success, so we grant Restricted Stock Units to all new team members. Our new hire grants vest over 4 years.

Qualifications

• 5+ years of experience in executive operations, workplace experience, communications, office management, project coordination, event management, or a related role.

• Outstanding written communication, editing, and proofreading abilities.

• Advanced Microsoft Office skills, particularly PowerPoint, Outlook, Excel, Teams, and Word.

• Ability to work in office 4 days a week and be available on call occasionally during weekends and after hours for urgent business requests
• Exceptional organizational and project management capabilities
• Ability to create polished executive presentations and documents.

• Strong judgment, discretion, and ability to handle confidential information.

• Ability to manage multiple priorities while maintaining exceptional attention to detail.

• Comfortable supporting senior executives in a fast-paced environment.

Additional Information

Benefits and Perks:

• Full medical, dental, and vision benefits at no cost to the employee
• Four weeks of paid time off and 9 paid float holidays (you can decide which days are most important to you!)
• Five-week sabbatical after five years of employment
• Open, casual, pet-friendly, and fun office environment
• Free medical health insurance for your pet (1 dog or cat)
• Paid time off to volunteer at nonprofit organizations
• Seattle Office Amenities: Free on-site gym, free dog walking services for office pets during business hours, free parking, and paid ORCA cards.

For more information about Trupanion, visit https://trupanion.com/about

Learn more about how Trupanion has revolutionized our industry and the reimbursement model: https://www.youtube.com/watch?v=vdWZ4KHiPTQ