Executive Coordinator

This is a fully remote position, open to applicants in Egypt, +4 more countries.

📋 Description

• Oversee and prioritize administrative follow-ups for the CEO and Executive Director.

• Maintain daily trackers for executive actions, including tasks, responsible parties, deadlines, statuses, and subsequent steps.

• Organize calendars, meetings, agendas, notes, and follow-up items effectively.

• Monitor outstanding requests and engage with both internal and external stakeholders to ensure follow-up.

• Compile daily or weekly summaries of open items, overdue follow-ups, client concerns, and matters needing executive attention.

• Identify items that are blocked, overdue, or ready for escalation.

• Maintain project and task trackers for business initiatives and recurring projects.

• Track deadlines, responsible individuals, deliverables, dependencies, and follow-up items.

• Collaborate with team members to ensure projects progress and commitments are fulfilled.

• Assist with special projects and administrative initiatives.

• Facilitate client communication, requests, proposals, follow-ups, and onboarding processes.

• Keep accurate records of client information, contacts, documentation, and CRM entries.

• Manage invoice follow-ups and assist with Accounts Receivable tracking.

• Maintain documentation for invoices, budgets, and expenses.

• Work with bookkeeping and finance teams regarding any missing information or documentation.

• Preserve records, meeting notes, decisions, workflows, Standard Operating Procedures (SOPs), templates, checklists, and recurring process documentation.

• Support backup documentation and business continuity strategies.

• Identify administrative tasks that can be optimized to enhance executive workflow efficiency.

• Utilize AI tools like ChatGPT to aid in research, documentation, organization, and productivity.

• Assist the CEO and leadership team with various special projects.

⛳️ Requirements

• A minimum of 2 years of experience as an Executive Assistant, Executive Coordinator, Administrative Coordinator, Project Coordinator, Operations Support professional, Client Coordinator, or in a similar capacity.

• Proven experience in supporting senior leadership or managing multiple stakeholders effectively.

• Proficient in Google Workspace, Microsoft Office, and spreadsheets.

• Experience with CRM systems and/or project management tools.

• Ability to maintain precise client and business records.

• Capability to coordinate projects, tasks, stakeholders, and ongoing administrative processes.

• Skilled in creating and maintaining SOPs, templates, checklists, and business documentation.

• Availability to work from 9:00 AM to 5:00 PM EST / U.S. business hours consistent with the client’s time zone.

• An English resume is mandatory; English proficiency will be evaluated during the application process.

• Completion of the application form and submission of a skills video are required.

• Experience in a small or growing business setting is advantageous.

• Client-facing coordination experience is beneficial.

• Experience with invoicing or Accounts Receivable processes is a plus.

• Familiarity with customer onboarding processes is a plus.

• Experience in creating SOPs and process documentation is advantageous.

• Experience using AI productivity tools like ChatGPT or Claude is beneficial.

• Familiarity with AI or automation tools to enhance administrative workflows is a plus.

🏝️ Benefits

• Fully remote work arrangement.

• Opportunity to collaborate closely with senior leadership.

• Chance to become a key point of coordination among executive priorities, client requirements, projects, documentation, and ongoing administrative processes.

• Opportunity to contribute to the establishment of stronger systems for follow-through, organization, and business continuity.