Executive Operations Coordinator

About the Role
We’re looking for an exceptionally organized, proactive, and detail-oriented Executive Operations Coordinator to support the executive and leadership team of two growing U.S.-based businesses:
A tax and accounting firm serving more than 3,000 clients
A small digital marketing agency specializing in SEO, Google Ads, websites, and digital growth

This is not a traditional virtual assistant position.
We’re looking for someone who enjoys organizing chaos, improving systems, following up with people, and making sure important things never fall through the cracks.
You should be the type of person who notices an unanswered email, an approaching deadline, an incomplete task, or missing information—and takes initiative to move it forward.
You’ll work directly with the executive while also providing administrative and operational support to members of the Leadership Team.
The position will initially average approximately 20 hours per week, with the opportunity to increase hours and responsibilities over time. For the right person, this role could eventually grow into a full-time Practice Manager or Operations role.

What You’ll Do
Executive Support
Help keep the executive organized, informed, and focused on the highest-priority work.
Responsibilities may include:
Monitor and organize designated executive email inboxes
Identify emails, documents, and requests requiring attention
Draft email responses for executive review and approval
Flag urgent or high-priority items
Track emails and requests requiring follow-up
Independently follow up on routine matters when appropriate
Manage and coordinate calendars
Schedule meetings and identify potential scheduling conflicts
Prepare meeting agendas and supporting materials
Take meeting notes and document decisions
Create and maintain follow-up action items
Maintain executive task and priority lists
Organize files, records, and documentation
Assist with recurring administrative responsibilities
You will initially draft executive communications rather than sending responses on the executive’s behalf. As you learn the businesses and demonstrate good judgment, your responsibilities may expand.
Leadership Team Support
Provide administrative and operational support to members of the Leadership Team and help ensure important priorities continue moving forward.

Responsibilities may include:
Monitor deadlines and priorities through Zoho and other company systems
Review weekly Service Level Agreement (SLA) reports
Identify significant trends, exceptions, overdue items, or potential problems
Prepare concise summaries for leadership
Run and distribute weekly KPI and operational reports
Track Leadership Team projects and action items
Follow up with team members regarding outstanding responsibilities
Identify missing information or discrepancies and help resolve them
Prepare reports, spreadsheets, presentations, and meeting materials
Assist with CRM updates and data management
Document processes and create or update SOPs
Assist Leadership Team members with administrative and operational projects
Communicate professionally with leadership, operations staff, tax advisors, senior management, and clients as needed
Escalate issues appropriately when leadership attention is required
Marketing Operations
Approximately 30% of the position will generally support our digital marketing agency, although the allocation between businesses will vary based on workload.
You do not need to be an SEO expert, Google Ads specialist, or web developer. However, some familiarity with digital marketing is helpful.
Your primary responsibility is helping make sure projects stay organized, deadlines are met, and our specialists follow through.
Responsibilities may include:
Follow up with SEO, PPC, website, and other marketing team members
Monitor project deadlines and recurring deliverables
Review task completion and identify overdue work
Coordinate with overseas contractors
Check client websites for obvious issues
Perform basic quality-control reviews before work is delivered
Prepare and organize client reports
Maintain CRM and client information
Assist with LinkedIn and other social media posting
Perform basic website or content updates
Assist with Canva, photo editing, and other simple marketing tasks
Track recurring client and marketing responsibilities
Follow up when deliverables are incomplete or behind schedule
Assist with miscellaneous marketing projects as needed
You don’t need to know how to perform every task yourself. You do need to be comfortable asking questions, learning how the work should be completed, checking that it was completed, and following up when it wasn’t.
General Operations & Special Projects
Because this role supports growing businesses, no two weeks will look exactly the same.

You may also assist with:
Research
Data entry
Report preparation
Spreadsheet organization
CRM maintenance
SOP documentation
Website updates
Photo and document organization
Project coordination
Client or prospect follow-up
Process improvement
Quality-control checks
Miscellaneous administrative and operational projects

Who We’re Looking For
The ideal candidate doesn’t simply wait for a list of tasks each morning.
We’re looking for someone who:
Thinks several steps ahead
Is proactive rather than reactive
Loves organization and creating order
Notices details other people miss
Has exceptional follow-through
Is comfortable reminding others about deadlines and commitments
Can identify when something doesn’t look right and investigate further
Writes excellent English
Communicates professionally with U.S.-based team members and clients
Is comfortable asking questions when information is missing
Can prioritize competing responsibilities
Learns new software quickly
Can work independently without constant supervision
Understands when to handle something independently and when to escalate it
Is dependable and responsive during assigned working hours
Can handle confidential client and company information with discretion
Enjoys improving processes rather than simply following them

Qualifications
Required
Approximately 2–3+ years of experience in administrative support, executive assistance, operations, project coordination, customer service, or a similar role
Excellent written English
Strong verbal English communication skills
Strong organizational and time-management skills
Excellent attention to detail
Experience managing email, calendars, tasks, and deadlines
Ability to work independently in a remote environment
Reliable high-speed internet connection
Comfortable working U.S. Central Time hours
Comfortable learning new technology and systems
A college degree is not required.
Preferred Experience
Experience with any of the following is helpful but not required:
Zoho CRM or Zoho One
Microsoft Office
Google Workspace
Canva
WordPress
ChatGPT or other AI tools
Project management systems
Digital marketing
SEO or Google Ads
Website management
Supporting U.S.-based executives or businesses
Tax, accounting, or professional-services firms
We care more about your ability to learn, communicate, organize, and follow through than whether you already know every system we use.

Schedule
This is a remote, part-time position averaging approximately 20 hours per week, although weekly hours will vary based on business needs.
The typical schedule will include:
Availability approximately 7:00–9:00 AM U.S. Central Time, Monday–Friday
An additional 1–2 flexible hours per day based on workload
Occasional additional availability as projects or deadlines require
Our tax and accounting business is seasonal.
Hours will typically increase during:
January through April
September and October
During the primary tax season, you should expect at least 10 additional hours per week, and there may be opportunities to work up to full-time hours depending on workload and your availability.
We will communicate significant seasonal schedule changes in advance whenever possible.

Compensation
Starting pay: $5.00 USD/hour
There is opportunity for:
Increased compensation based on performance and expanded responsibilities
Performance bonuses
Additional hours
Increased responsibility
Long-term advancement within the organization
Growth Opportunity
We’re not simply looking for someone to complete a list of administrative tasks.
We’re looking for someone who can become increasingly valuable to the businesses over time.
As you learn our team, clients, systems, and processes, there will be opportunities to take ownership of additional responsibilities and increase your hours and compensation.
For the right person, this role has the potential to develop from Executive Operations Coordinator into a Practice Manager or broader Operations Management position.

What Success Looks Like
You’ll be successful in this role when:
Important emails and requests don’t get forgotten
Leadership knows what requires attention before it becomes urgent
Meetings result in clear action items and follow-through
Reports are accurate and delivered on time
Deadlines are monitored without leadership constantly checking them
Team members receive appropriate follow-up on outstanding tasks
Marketing projects continue moving forward
Missing information and potential problems are identified early
Systems and documentation become more organized over time

The executive and Leadership Team spend less time tracking administrative details because they trust you to keep things moving
Ultimately, we’re looking for someone who sees what needs to happen next—and helps make sure it happens.