Executive Operations Coordinator

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TYPE OF WORK

Full Time

SALARY

₱58,500 - ₱71,500

HOURS PER WEEK

38

DATE UPDATED

Oct 23, 2026

JOB OVERVIEW

Executive Operations Coordinator

Location: Philippines | Remote
Employment Type: Full-Time
Industry: Australian Healthcare | Telehealth | Mental Health
Reports To: Founder / Managing Director
Working Hours: Aligned with Australian business hours

About the Company

We are an emerging Australian digital healthcare business developing a national telehealth platform focused on psychology and counselling services.

Our founders bring nearly a decade of experience successfully managing national care operations, large multidisciplinary teams and complex healthcare services.

Having built sustainable operations supporting individuals across Australia, we are now applying this operational knowledge to the digital mental health sector.

We are seeking a highly capable Executive Operations Coordinator to work directly with the Founder and help establish the systems, processes and operational foundations of this new business.

About the Role

This is a hands-on executive operations position, not a traditional virtual assistant role.

You will work closely with the Founder to coordinate business activities, manage operational priorities, support practitioners, oversee the administrative client journey and ensure that projects and business decisions are followed through.

You will regularly attend meetings with marketing agencies, technology partners, healthcare practitioners and other business stakeholders.

The ideal candidate is highly organised, confident communicating with professionals, proactive in solving problems and capable of managing responsibilities independently.

Key Responsibilities

Executive Support & Business Coordination

Work directly with the Founder on business priorities and operational planning.

Attend internal and external meetings with business partners, consultants and service providers.

Prepare meeting agendas, detailed minutes and action registers.

Track decisions, responsibilities and deadlines.

Follow up with stakeholders to ensure agreed actions are completed.

Coordinate executive meetings, schedules and operational communications.

Prepare business updates, presentations and management reports.

Practitioner Onboarding & Support

Coordinate administrative onboarding of psychologists and counsellors.

Maintain practitioner documentation and onboarding checklists.

Track required professional credentials, agreements and registration information for authorised verification.

Assist practitioners with platform registration, profiles, scheduling and general enquiries.

Coordinate technical issues with the relevant platform support team.

Maintain professional and responsive practitioner communication.

Identify opportunities to improve the practitioner experience.

Client Journey & Service Coordination

Monitor the non-clinical client journey from enquiry and registration to booking and appointment administration.

Coordinate appointment enquiries, cancellations and scheduling issues.

Identify service delays, communication gaps and administrative difficulties.

Support the development of client communication procedures.

Assist with resolving non-clinical service enquiries.

Escalate clinical concerns, complaints and sensitive matters to authorised Australian-based personnel.

Recommend improvements to the client booking and service experience.

Marketing, Website & Technology Coordination

Attend meetings with external marketing agencies and website developers.

Record project requirements, agreed deliverables and deadlines.

Maintain marketing and technology project trackers.

Follow up with external partners on outstanding work.

Coordinate website testing, operational workflows and platform readiness activities.

Provide regular project updates to the Founder.

Identify delays and help resolve operational challenges.

Business Systems & Process Development

Assist in developing standard operating procedures and administrative workflows.

Establish organised tracking systems for practitioner onboarding, client enquiries and project activities.

Maintain accurate business documentation and operational records.

Support implementation of approved privacy, security and quality procedures.

Identify operational inefficiencies and recommend improvements.

Help prepare the business for future growth and increased service demand.

Reporting & Accountability

Prepare daily operational updates for the Founder.

Maintain a central action and project register.

Produce weekly reports on operational progress, practitioner onboarding and service issues.

Monitor agreed operational performance measures.

Escalate significant risks, delays or unresolved matters promptly.

Required Experience & Skills

Minimum 3–5 years of experience in executive operations, executive assistance, business operations or project coordination.

Demonstrated experience supporting founders, directors or senior executives.

Excellent written and spoken English.

Strong professional communication and stakeholder management skills.

Experience coordinating multiple projects and tracking deliverables.

Advanced organisational, reporting and documentation skills.

Proficiency in Microsoft Office, Google Workspace and project management systems.

Ability to work independently, exercise sound judgement and manage competing priorities.

High attention to detail and strong confidentiality standards.

Highly Regarded

Previous experience in any of the following will be a strong advantage:

Australian healthcare, telehealth or allied health administration.

Psychology or counselling practice administration.

Healthcare practitioner onboarding and scheduling.

Executive support within a startup or growing business.

Coordination of marketing agencies, website developers or technology partners.

Australian healthcare privacy and administrative processes.

Practice management systems and online booking platforms.

What We Are Looking For

We are looking for someone who:

Takes ownership and follows tasks through to completion.

Anticipates operational challenges before they become problems.

Can communicate professionally with senior stakeholders.

Enjoys creating structure, systems and processes.

Is highly organised and capable of managing multiple priorities.

Has strong problem-solving skills and excellent attention to detail.

Wants to contribute to the long-term development of a growing business.

Why Join Us?

This is an opportunity to work directly with experienced Australian healthcare founders and help build the operational foundations of a national digital healthcare platform.

You will be involved in executive-level meetings, operational planning, practitioner coordination, technology projects and business process development.

We are seeking someone who wants to grow beyond traditional administrative responsibilities and become a trusted operational partner as the business develops.

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