Executive Operations Coordinator

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.

Our client is a growing consumer business focused on maintaining efficient, organized operations across purchasing, production, shipping, and other day-to-day business processes. As the company continues to scale, they are seeking a highly organized professional who can execute established processes, maintain accurate operational records, and leverage AI tools to work more efficiently.

ROLE OVERVIEW

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. The ideal candidate does not need prior manufacturing expertise but should have experience managing multi-step workflows, maintaining centralized records, and following through on outstanding tasks with minimal supervision.

The Executive Operations Coordinator will also use AI tools such as Claude to improve day-to-day productivity. This is not a technical AI automation role; instead, the successful candidate should know how to write effective prompts, provide AI tools with appropriate context and reference materials, and use AI practically to complete administrative and operational work more efficiently.

LOCATION

Fully Remote | 9:00 AM - 5:00 PM EST

PROCESS & TASK MANAGEMENT

• 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.

• Proactively follow up on incomplete items to ensure nothing falls through the cracks.

• Use ClickUp or similar task management platforms to organize tasks, deadlines, and ongoing work.

• Work independently within established processes without requiring constant direction.

PURCHASE ORDER, PRODUCTION & SHIPPING SUPPORT

• 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.

• Coordinate information across different stages of purchasing, production, and shipping.

• Escalate delays, missing information, or issues requiring leadership attention.

• Learn and follow established manufacturing and operational processes without requiring previous manufacturing expertise.

DOCUMENTATION & INFORMATION MANAGEMENT

• Maintain accurate reference sheets, trackers, and central operational documents.

• Transfer important information from emails and other communication channels into appropriate reference documents and systems.

• Keep notes, status updates, outstanding questions, and operational records organized and current.

• Ensure documentation is clear, structured, and easy for others to reference.

• Maintain a high level of accuracy and attention to detail across operational records.

AI-ASSISTED PRODUCTIVITY

• 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.

• Upload and reference documents within AI tools to support research, drafting, organization, and task