Executive Operations Coordinator

Executive Operations Coordinator

This role is open to candidates based in LATAM, Africa, and Eastern Europe. Candidates must be available to work during U.S. business hours aligned with the client's time zone.

Our client is a growing consumer business focused on maintaining efficient, organized operations across purchasing, production, shipping, and other day-to-day business processes. As the company continues to scale, they are seeking a highly organized professional who can execute established processes, maintain accurate operational records, and leverage AI tools to work more efficiently.

Role Overview

The Executive Operations Coordinator will be responsible for managing daily operational processes, tracking complex details across multiple timelines, and ensuring established SOPs are followed consistently. The Executive Operations Coordinator will support activities such as purchase order management, factory production tracking, shipping coordination, documentation, and task management while ensuring important information and outstanding items do not fall through the cracks.

This role is ideal for someone who is highly organized, detail-oriented, autonomous, and comfortable working within established processes. The ideal candidate does not need prior manufacturing expertise but should have experience managing multi-step workflows, maintaining centralized records, and following through on outstanding tasks with minimal supervision.

The Executive Operations Coordinator will also use AI tools such as Claude to improve day-to-day productivity. This is not a technical AI automation role; instead, the successful candidate should know how to write effective prompts, provide AI tools with appropriate context and reference materials, and use AI practically to complete administrative and operational work more efficiently.

Location

Fully Remote | 9:00 AM - 5:00 PM EST

Process & Task Management

• Execute established SOPs and ensure recurring operational processes are completed accurately and on time.
• Track multi-step processes across different timelines, stakeholders, and deadlines.
• Maintain visibility into outstanding questions, follow-ups, dependencies, and next steps.
• Proactively follow up on incomplete items to ensure nothing falls through the cracks.
• Use ClickUp or similar task management platforms to organize tasks, deadlines, and ongoing work.
• Work independently within established processes without requiring constant direction.

Purchase Order, Production & Shipping Support

• Support the management and tracking of purchase orders.
• Monitor factory production updates and maintain accurate records of progress and outstanding items.
• Organize and track shipping schedules, timelines, and related operational information.
• Coordinate information across different stages of purchasing, production, and shipping.
• Escalate delays, missing information, or issues requiring leadership attention.
• Learn and follow established manufacturing and operational processes without requiring previous manufacturing expertise.

Documentation & Information Management

• Maintain accurate reference sheets, trackers, and central operational documents.
• Transfer important information from emails and other communication channels into appropriate reference documents and systems.
• Keep notes, status updates, outstanding questions, and operational records organized and current.
• Ensure documentation is clear, structured, and easy for others to reference.
• Maintain a high level of accuracy and attention to detail across operational records.

AI-Assisted Productivity

• Use Claude or similar AI tools regularly to improve efficiency across day-to-day operational work.
• Write clear, detailed prompts and provide appropriate context to generate useful outputs.
• Upload and reference documents within AI tools to support research, drafting, organization, and task execution.
• Use AI to support practical workflows, such as turning information into structured summaries, action items, or ClickUp tasks.
• Review and refine AI outputs rather than relying on generated responses without verification.
• Troubleshoot prompts and provide additional context when AI outputs do not initially meet requirements.
• Continuously identify practical opportunities to use AI to reduce repetitive work and improve productivity.

Operational & Administrative Support

• Support leadership with ongoing operational and administrative priorities.
• Organize information and prepare clear updates, briefs, and reports when needed.
• Proactively identify missing information and follow up with the appropriate stakeholders.
• Manage multiple priorities while maintaining accuracy and consistent follow-through.
• Escalate questions or issues appropriately while independently handling routine operational work.

Qualifications

Experience

• 3+ years of experience in an operations, administrative support, virtual assistant, project coordination, or similar role involving detailed process and task management.
• Experience following established SOPs and managing recurring multi-step processes.
• Experience maintaining trackers, reference documents, task systems, or other centralized operational records.
• Experience independently managing tasks and following through on outstanding items with minimal supervision.
• Stable work history and interest in a long-term opportunity.
• Experience supporting purchasing, production, shipping, e-commerce, or similar operational workflows is a plus but not required.

Skills

• Exceptional organizational skills and attention to detail, with the ability to manage multiple timelines and outstanding items simultaneously.
• Strong ability to follow established SOPs accurately while independently managing day-to-day execution.
• Intermediate proficiency with AI tools such as Claude or similar LLMs, including effective prompting, working with reference documents, and using AI to improve everyday workflows.
• Experience with ClickUp or a comparable task management platform.
• Proficiency with Google Workspace and experience maintaining organized documents, spreadsheets, and shared information.
• Working knowledge of Canva for basic content or document-related tasks.
• Ability to create clear, structured updates, notes, briefs, and operational documentation.
• Resourceful problem-solving skills, including the ability to troubleshoot AI outputs by improving prompts, context, or reference information.
• Familiarity with Shopify, Klaviyo, Photoshop, or basic photo-editing tools is a plus.

What Success Looks Like

• Established SOPs and operational processes are executed accurately and consistently.
• Purchase orders, production updates, shipping schedules, and related information remain organized and current.
• Outstanding questions, deadlines, and follow-ups are proactively tracked through completion.
• Information from emails and other communication channels is consistently transferred into centralized reference documents.
• Leadership can rely on accurate, clearly organized operational information without repeatedly requesting updates.
• AI tools are used effectively to improve speed and efficiency without compromising accuracy.
• Tasks are managed autonomously with minimal day-to-day supervision.
• Documentation, trackers, briefs, and updates consistently demonstrate strong attention to detail.

Opportunity

This is an opportunity for a highly organized and resourceful operations professional to take ownership of important day-to-day processes while developing deeper expertise in AI-assisted work. The role offers exposure to purchasing, production, shipping, documentation, and operational coordination while working in an environment that actively encourages practical AI adoption and continuous improvement.

Application Process:

To be considered for this role these steps need to be followed:

• Fill in the application form
• Record a video showcasing your skill sets