Executive Operations Coordinator

Executive Assistant / Business Operations Coordinator

We are seeking an exceptional, senior-level Executive Assistant / Business Operations Coordinator to provide direct support to the owner of a U.S.-based professional services business. This is a full-time offshore position aligned with U.S. Central Time business hours. The role is designed for a highly capable business professional who can take significant responsibilities off the owner's plate, operate independently, anticipate needs, and develop into a trusted right-hand partner. This is not a traditional or entry-level Virtual Assistant role. We are looking for someone with strong business judgment, professionalism, initiative, communication skills, and the ability to manage responsibilities with minimal oversight. The role could start with a minimum of 20 hours and would scale up to 40 hours a week.

Responsibilities

• Manage the executive's calendar, appointments, meetings, and scheduling.
• Manage and organize email correspondence, follow-ups, and priorities.
• Coordinate client scheduling, communications, and follow-up activities.
• Draft, edit, and prepare professional emails, documents, presentations, and other business communications.
• Track projects, action items, deadlines, and outstanding requests to ensure timely completion.
• Coordinate with clients, vendors, outside professionals, and other business stakeholders on behalf of the executive.
• Maintain organized records, workflows, and business documentation.
• Assist with Microsoft 365, CRM, and other business systems and platforms.
• Support administrative and operational processes across the business.
• Conduct research, gather information, and prepare summaries or materials as needed.
• Identify and follow up on outstanding items without requiring constant direction.
• Anticipate the executive's needs and proactively address issues before they become problems.
• Take ownership of assigned tasks and projects from start to completion.
• Handle confidential and sensitive business information with a high degree of discretion and integrity.

Qualifications

• 5+ years of professional experience in executive support, business operations, administration, or a related professional environment.
• Proven experience directly supporting a U.S.-based CEO, founder, executive, business owner, or senior professional.
• Exceptional spoken and written English with a polished, professional communication style.
• Excellent phone and video presence, with experience communicating directly with U.S. clients and professionals.
• Strong proficiency with Microsoft 365, particularly Outlook, Teams, Word, Excel, and PowerPoint.
• Strong general technology skills and the ability to quickly learn new systems, software, and business processes.
• Excellent organizational skills, follow-through, judgment, and attention to detail.
• High level of discretion and integrity when handling confidential information.
• Ability to prioritize competing responsibilities and make sound decisions independently.
• Proactive, resourceful, and solutions-oriented approach to work.
• Strong ability to manage tasks, deadlines, and follow-ups with minimal supervision.
• Experience working in a professional services environment such as financial services, accounting, tax, legal, healthcare, consulting, or a similar industry is a plus.
• Should be comfortable with 20 hours work week but would scale to 40 hrs if necessary.

Skills

Tools/Platforms

Microsoft 365 Video Conferencing Tools

Common Methodologies/Frameworks

Workflow Management Confidential Data Handling Stakeholder Communication Planning Client Relationship Management

General Skills

Calendar Management Document Preparation Technology Adoption Technical Writing Decision-Making under Uncertainty Project Management CRM Management

Soft Skills

Multitasking Planning Problem Solving Analytical Skills Attention to Detail Communication Organizational Skills Decision Making Relationship Building Active Listening Strategic Thinking Patience Flexibility Positive Attitude Agile Mindset Team Collaboration Ownership Mindset Data Management

Education & Experience

Experience

5+ Years

Additional Requirements

Technological Requirements Windows Language English City/Province/Country Quezon City, National Capital Region (Metro Manila), Philippines

Compensation & Benefits

Salary

USD 7 - 8 Hourly

Working Hours

Flexible working hours