Executive Operations Coordinator

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. This role is open to candidates based in LATAM, Africa, and Eastern Europe. Please note that as this role supports U.S.-based clients, candidates must be available to work during U.S. business hours aligned with the client’s time zone.

Responsibilities

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; Use ClickUp or similar task management platforms to organize tasks, deadlines, and ongoing work; 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; Maintain accurate reference sheets, trackers, and central operational documents; Transfer important information from emails and other communication channels into appropriate reference documents and systems; 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; Review and refine AI outputs rather than relying on generated responses without verification; 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

Requirements

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; 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

Nice to have

Experience supporting purchasing, production, shipping, e-commerce, or similar operational workflows is a plus but not required; Familiarity with Shopify, Klaviyo, Photoshop, or basic photo-editing tools is a plus