Executive Assistant – Operations Coordinator

This is a fully remote position, open to applicants in Philippines.

📋 Description

• Oversee calendar management, scheduling, and coordination of meetings.

• Assist with managing the inbox, prioritizing emails, and tracking follow-ups.

• Organize travel logistics, arrangements, and itineraries as required.

• Prioritize daily tasks and manage workflow effectively.

• Facilitate communication and scheduling with stakeholders, consultants, and partners.

• Aid in tracking ongoing projects across various business initiatives.

• Collaborate with vendors, consultants, contractors, and service providers.

• Maintain project documentation, contact databases, and organizational systems.

• Support the tracking of project timelines, tasks, and operational follow-through.

• Contribute to the development and enhancement of internal processes, SOPs, and documentation.

• Conduct research on business opportunities, vendors, services, and operational requirements.

• Collect information and prepare summaries, reports, and recommendations.

• Assist in data organization, document management, and recordkeeping.

• Participate in special projects and ad hoc administrative tasks.

• Leverage AI tools to enhance efficiency, research capabilities, documentation, and workflow management.

• Help identify opportunities for automation and process enhancements.

• Support the implementation of AI-assisted operational systems as needed.

• Continuously learn and adopt new tools to boost productivity and execution.

• Communicate professionally with external contacts, partners, and stakeholders.

• Assist with scheduling, appointment coordination, and follow-up communications.

• Provide regular updates on task status and progress reports.

• Maintain responsiveness, accountability, and proactive communication.

• Assist with personal scheduling, logistics, and administrative coordination.

• Support family-related planning, scheduling, and organizational tasks as necessary.

• Help manage travel arrangements, reservations, and personal projects.

• Coordinate various administrative and operational requests.

⛳️ Requirements

• Required prior experience as an Executive Assistant, Operations Coordinator, Project Coordinator, or in Administrative support roles.

• Previous experience in real estate development, construction, project management, real estate investment, consulting, or related project-based sectors.

• Knowledge of project-based workflows, documentation management, and operational coordination (experience limited to leasing or property management is insufficient).

• Familiarity with AI tools such as ChatGPT, Claude, or similar platforms.

• Outstanding organizational and time-management abilities.

• Keen attention to detail and commitment to follow-through.

• Excellent written and verbal communication skills in English.

• Strong problem-solving skills and research capabilities.

• Experience managing calendars, inboxes, and executive priorities.

• Ability to handle multiple projects and adapt to shifting priorities.

• Capable of working independently and taking ownership of results.

• High level of professionalism and discretion.

🏝️ Benefits

• Fully remote position.

• Part-time role with the potential to transition into a full-time opportunity.

• Flexible yet highly responsive work environment.

• Daily communication and regular check-ins with leadership.

• Fast-paced entrepreneurial environment supporting multiple businesses and projects.

• Opportunity to contribute to the development of systems, processes, and operational infrastructure.

• Long-term growth potential for the right individual.