Executive Operations Coordinator

Job ID#: 40380

Executive Operations Coordinator (1099 Contractor)
Fully Remote | Preferred Location: North of Dallas, TX (Prosper and surrounding communities preferred)

About the Role

This role goes far beyond traditional administrative support. As the Executive Operations Coordinator, you will serve as the Founder's trusted right hand—creating structure, driving execution, coordinating high-impact initiatives, and ensuring the business operates with excellence behind the scenes.
You will be instrumental in helping the Founder stay focused on the highest-value activities by anticipating needs, removing obstacles, managing priorities, and keeping projects moving forward.

While the role is fully remote, preference will be given to candidates who live north of Dallas, Texas, particularly in or near Prosper, to allow for occasional in-person support if needed.

Responsibilities

• Manage the Founder's calendar, appointments, and scheduling
• Coordinate meetings, prepare agendas, and track action items
• Serve as a primary point of contact for administrative communications
• Coordinate client onboarding and offboarding, ensuring a seamless experience from start to finish
• Schedule and coordinate podcast interviews, speaking engagements, and related logistics
• Coordinate travel arrangements, including flights, hotels, transportation, and itineraries
• Assist with expense tracking, receipts, and administrative documentation
• Conduct online research and compile information for business initiatives
• Coordinate with vendors, clients, partners, and other stakeholders professionally and efficiently
• Prepare presentations, reports, and meeting materials
• Organize digital files, documents, and internal processes
• Assist with special projects and handle a variety of administrative tasks as priorities evolve
• Help streamline workflows by identifying opportunities to improve efficiency

Qualifications

• 3+ years of experience as an Executive Assistant, Administrative Assistant, or similar role supporting senior leadership
• Exceptional organizational and time management skills
• Excellent verbal and written communication skills
• High level of professionalism, discretion, and confidentiality
• Ability to prioritize multiple tasks while working independently
• Proficiency with Google Workspace (Docs, Sheets, Calendar, Gmail) and Microsoft Office
• Experience using productivity and project management tools such as Trello, Notion, or similar
• Comfortable learning new technology and leveraging AI tools to improve productivity
• Reliable high-speed internet and a dedicated home office workspace

What Makes You a Great Fit

• You genuinely believe in the organization's mission and vision
• You enjoy being the person behind the scenes who keeps everything running smoothly
• You are proactive and anticipate needs before being asked
• You are highly organized and follow through on commitments
• You are adaptable and comfortable with changing priorities
• You are personable and confident communicating with clients, partners, and stakeholders
• You understand that responsiveness and flexibility are essential in supporting a Founder

Working Style

• The Founder prefers phone conversations over lengthy email exchanges, so you should be comfortable communicating by phone and coordinating conversations throughout the day
• Flexibility is essential. While this is a remote contractor position, availability during business hours—and occasional flexibility outside of standard hours when priorities shift—is important
• Preference will be given to candidates who live north of Dallas, Texas, making occasional in-person meetings or support more convenient

Contractor Details

• Independent Contractor (1099)
• Fully Remote
• Flexible schedule with availability during standard business hours as needed

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