Business Operations And Executive Coordinator

Overview

Our client is seeking a highly organized, proactive, and detail-oriented Business Operations & Executive Coordinator to support a busy founder managing multiple businesses and strategic initiatives. This role goes beyond traditional administrative support and is ideal for someone who thrives in a fast-paced entrepreneurial environment, enjoys taking ownership of tasks, and can keep multiple projects moving forward with minimal supervision. The successful candidate will serve as the founder's operational right hand—managing priorities, coordinating stakeholders, maintaining organized systems, and ensuring important follow-ups never fall through the cracks.

Schedule:

• Monday to Thursday, 10:30 AM – 3:30 PM Eastern Time (20 hours per week)

Responsibilities

Executive & Administrative Support

• Provide day-to-day administrative support to the founder across multiple businesses and projects.
• Attend daily planning meetings to review priorities and action items.
• Prepare daily task lists and manage shifting priorities throughout the workday.
• Maintain organized digital files, documents, and business records.
• Prepare a concise end-of-shift progress summary highlighting completed work, outstanding tasks, and blockers.

Task & Project Coordination

• Convert emails, meetings, voice notes, and conversations into actionable tasks.
• Track projects from initiation through completion, ensuring deadlines are met.
• Coordinate with suppliers, service providers, logistics partners, clients, and other stakeholders.
• Monitor project timelines and proactively follow up on outstanding items.
• Escalate delays, missed deadlines, or issues requiring the founder's attention.

CRM & Relationship Management

• Maintain and update CRM records accurately.
• Track leads, client communications, and business relationships.
• Ensure follow-ups are scheduled and completed on time.
• Keep contact information and communication history well organized.

Outreach & Appointment Setting

• Conduct personalized outreach to prospects, partners, and professional contacts.
• Schedule meetings and coordinate calendars.
• Follow up on introductions, networking opportunities, and business conversations.
• Assist with appointment setting and relationship nurturing.

Social Media & Marketing Support

• Publish approved content across social media platforms.
• Coordinate content scheduling based on established marketing plans.
• Provide basic monitoring and reporting for Meta advertising campaigns.
• Track campaign performance metrics and communicate results to the founder.
• Coordinate with marketing vendors when required.

Business Operations Support

• Assist with memoir-related administrative tasks and research.
• Coordinate multiple concurrent business initiatives.
• Monitor ongoing priorities and identify operational bottlenecks.
• Recommend improvements to workflows and administrative processes.
• Anticipate needs and proactively solve problems before they become urgent.

Requirements

• Minimum 3 years of experience supporting a CEO, founder, entrepreneur, executive, or business owner managing multiple businesses or projects.
• Proven experience as an Executive Assistant, Business Operations Coordinator, Executive Administrator, or similar role.
• Strong project coordination and task management skills.
• Excellent organizational and time management abilities.
• Outstanding written and verbal English communication skills.
• Experience maintaining CRM systems and managing business relationships.
• Experience with appointment setting and personalized outreach.
• Familiarity with social media scheduling and content publishing.
• Basic understanding of Meta (Facebook and Instagram) Ads reporting and campaign monitoring.
• Strong attention to detail with excellent follow-through.
• Ability to prioritize competing deadlines independently.
• High level of professionalism, discretion, and confidentiality.
• Self-motivated with a proactive and solution-oriented mindset.

Preferred Qualifications

• Previous experience supporting founders or entrepreneurs managing multiple companies.
• Experience coordinating cross-functional projects with multiple stakeholders.
• Familiarity with project management platforms such as ClickUp, Asana, Monday.com, Trello, or similar.
• Experience using CRM platforms such as HubSpot, Pipedrive, Zoho CRM, or similar.
• Experience coordinating vendors, suppliers, and external partners.
• Strong business writing and documentation skills.
• Experience working remotely in a fast-paced entrepreneurial environment.

Technical Requirements

• Reliable computer with dual monitors preferred.
• Stable high-speed internet connection with backup option.
• Quiet, professional home office environment.
• Ability to work during Eastern Time business hours.
• Proficiency with Microsoft Office and Google Workspace.
• Comfortable learning new software and digital tools quickly.

Independent Contractor Perks

• Permanent work from home
• Immediate hiring

Note

Please click the "Apply" button to complete your application, including the assessment questions, technical check, and voice recording. Your hourly pay rate will be established based on your performance in the application process; submissions with all requirements fulfilled will receive priority review.

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