Executive Assistant / Operations Coordinator

Full-Time | Remote (LATAM & South Africa) | EST Time Zone Alignment Required
Salary: $1,500 – $1,800 per month

Role Overview

We are seeking a highly organized, proactive Executive Assistant / Operations Coordinator to support a fast-paced leadership team in maintaining structure, clarity, and operational efficiency.

This role is critical in ensuring executives are focused on high-value work by managing schedules, communications, documentation, and cross-functional coordination. You will also play a key role in improving internal systems, supporting EOS-style operations, and keeping projects, priorities, and accountability processes on track.

Key Success Metrics

Increased executive time freed up for strategic work
Improved operational clarity and task execution across teams
Strong internal organization of systems, tools, and documentation
High stakeholder satisfaction (internal team, contractors, and clients)

Responsibilities

Executive & Administrative Support

Manage executive calendars, scheduling, and daily prioritization
Handle inbox management and communications support
Coordinate ad hoc requests and shifting priorities with flexibility
Prepare agendas, take meeting notes, and maintain organized records
Support presentation creation and document formatting
Assist with light social media or external communication tasks when needed

Documentation & Knowledge Management

Create, organize, and maintain key company documents, including:
- Contracts, proposals, SOWs, MSAs
- Employee and contractor agreements
- Internal policies and handbooks
- Meeting minutes and leadership notes
Maintain structured filing systems in Google Drive or similar tools

Operations & Systems Management

Maintain and improve project management systems (ClickUp or similar)
Support tool and subscription management (Slack, Harvest, etc.)
Coordinate onboarding for employees, contractors, and vendors
Track and support hardware and resource allocation
Assist in system clean-up and process organization

Finance, Compliance & Administration

Support invoice creation, tracking, and updates
Assist with pricing updates and client billing adjustments
Coordinate compliance tracking across regions/states
Follow up with accountants or finance partners as needed
Support basic tax-related administrative coordination

Leadership & EOS Support

Support weekly leadership / Level 10-style meetings
Track priorities, issues, scorecards, and action items
Ensure follow-ups are assigned and completed
Assist in quarterly and annual planning preparation
Maintain visibility of company goals and key metrics

People, Culture & Internal Coordination

Coordinate onboarding and internal employee experience tasks
Support employee recognition, milestones, and internal communications
Help organize quarterly meetings, trainings, and check-ins
Assist with gifts, swag, and engagement initiatives

Travel & Event Coordination

Arrange travel (flights, hotels, transport, logistics)
Support internal retreats, team events, and offsite planning
Manage reimbursements and travel documentation

Required Qualifications

3+ years experience as an Executive Assistant, Operations Coordinator, or similar role
Strong experience with Google Workspace (Docs, Sheets, Calendar, Drive)
Familiarity with project management tools (ClickUp preferred)
Excellent organizational and time management skills
Strong written and verbal communication abilities
Comfortable working across multiple priorities in a fast-paced environment
Tech-savvy and quick to adopt new systems and tools
Proactive, detail-oriented, and highly reliable

Preferred Attributes

Experience supporting leadership teams in remote or agency environments
Familiarity with EOS (Entrepreneurial Operating System) or similar frameworks
Strong problem-solving mindset and ability to anticipate needs
High ownership mentality and strong follow-through

Work Environment & Benefits

Fully remote role (LATAM or South Africa preferred)
EST time zone alignment required
Flexible schedule with results-focused culture
Paid time off and flexible holidays
Annual contribution toward wellness/benefits
Quarterly team engagement and service initiatives
Opportunity to work closely with leadership in a high-growth environment

Executive Assistant - 18976