Executive Operations Coordinator (Supporting COO / Founder)
Full-time Remote Working hours aligned to Eastern Time (95 ET)
Salary starting at PHP50k/month
Role Overview
The role supports the COO/Founder by removing operational and administrative bottlenecks. It combines coordination, workflow structuring, and hands-on execution to ensure initiatives move forward without requiring executive intervention. This is a practical, execution-focused position with potential to grow into a broader operational role once systems mature.
Key Responsibilities
- Operational & Executive Coordination
- Prioritize communications, email triage, scheduling, and follow-ups
- Track delegated items and ensure progress is made across departments
- Prepare concise decision summaries (key points, risks, actions required)
- Coordinate tasks or projects across development, marketing, support, and operations teams
- Capable of capturing strategic ideas discussed verbally and converting them into actionable steps, coordinating execution even if no formal project or tool support exists yet.
- Task, Reminder & Follow-Through Management
- Act as a human reminder system, tracking follow-ups, deadlines, and deferred decisions if internal project tools are not yet fully capable
- Use simple tracking methods (e.g. shared lists, calendar reminders, spreadsheets, manual check-ins) to prevent items from being forgotten
- Shift reminders into internal systems only once they are proven mature and effective
- Identify patterns in recurring tasks or gaps to support future internal system improvements (without waiting for them to be implemented first)
Process Support & Systemization
- Document recurring tasks into simple workflows or SOPs
- Implement lightweight task management and delegation frameworks
- Identify improvements to reduce operational friction or dependency on leadership
Hands-On Execution When Needed
- Take ownership of occasional tactical actions (e.g. ordering partner materials, coordinating vendor items, assisting with IT renewals or logistics) where prompt action is required
- Treat execution as part of enabling strategic progress, not as lower-level work
- Escalate only when decision or approval is required
Candidate Profile
Core Traits
- Structured, organized, anticipatory
- Highly responsive with strong follow-through
- Clear and concise written communication
- Comfortable interacting with technical and non-technical team members
- Willing to execute tactically to enable strategic work
- Pushes tasks forward, does not wait for direction
Experience
- 3+ years in operations support, project coordination, executive assistance, or similar
- Experience in a fast-paced, founder-led, tech, consulting, or service environment is preferred
- Familiarity working alongside teams such as development, marketing, or support is beneficial
Growth Mindset
- Curious about business operations, scaling, and process improvement
- Open to learning frameworks such as Clockwork, EOS (Traction), Buy Back Your Time, or similar
- Understands that tactical execution is part of developing context before assuming more strategic responsibility
