Executive Operations Coordinator / Project Follow-Through Manager

Executive Operations Coordinator / Project Follow-Through Manager
Job Description

I am looking for a highly organized, proactive, detail-oriented person to support a busy executive who manages many different projects, people, ideas, vehicles, vendors, applicants, and moving parts.

This role is for someone who is excellent at turning scattered information into:

clear task lists
next steps
reminders
follow-ups
phone calls
project trackers
daily reports
weekly summaries
simple systems

The executive you will support is a visionary, fast-moving, idea-driven person who works across multiple areas at once. He needs someone steady, organized, persistent, practical, and reliable to help keep projects moving from idea to completion.

This is not a basic admin role. It is not only calendar management. It is not only moving tasks around in a project management app. The main goal is to create structure, follow through, communicate clearly, make calls, chase open loops, and make sure important things do not fall through the cracks.

I am looking for someone long-term who wants to grow with the organization.

Compensation 18K-22K

Starting pay is:

PHP 18, ---------- /month

This is the starting salary for the beginning/trial period.

Please do not apply if PHP 18, ---------- /month does not work for you.

There may be room to grow over time based on reliability, loyalty, performance, daily communication, and ability to take real responsibility.

Work Schedule

This is a full-time remote position.

Required working hours are approximately:

10:00 AM–6:00 PM New York time

This is about 9 hours per day, including reasonable breaks.

You must be able to work this schedule consistently.

This must be your only full-time job. I am not looking for someone who is working for multiple employers or trying to fit this in as a side job.

Main Responsibilities

You will help with:

Organizing many open projects into clear trackers, lists, and next actions
Following up with people by email, text, phone, or messaging apps
Making phone calls to vendors, shops, storage yards, contractors, applicants, service providers, and other contacts
Setting appointments and meetings
Keeping track of who was contacted, what they said, and what the next step is
Preparing simple daily and weekly progress reports
Helping the executive stay focused on current priorities
Respectfully reminding the executive of pending decisions
Turning voice notes, texts, rough ideas, and messy notes into organized action lists
Creating and maintaining Google Sheets, Google Docs, checklists, and project trackers
Coordinating with vendors, contacts, service providers, tea ---------- mbers, and outside parties
Noticing when something is stuck and bringing it back to attention
Asking clear questions when instructions are incomplete
Helping create simple systems so repeated tasks become easier over time
Documenting repeated processes so another person could eventually help with them
Helping organize hiring pipelines, applicant follow-ups, and interview scheduling
Tracking open loops until they are closed
The Type of Person I Am Looking For

You should be:

calm
organized
reliable
persistent
practical
emotionally steady
comfortable with follow-up
comfortable making calls
excellent in written English
strong in spoken English
honest when stuck
willing to learn
long-term minded
able to work independently
good at bringing order to messy information

You should naturally think:

What is the next action?
Who owns this?
What is stuck?
Who needs follow-up?
What decision is needed?
What can I move forward without waiting?
What needs to be documented?
What should be reported today?
Communication Rule

This is very important.

If you are stuck, confused, late, overwhelmed, or unable to complete something, you must tell me directly.

I do not expect you to know everything.

I do expect you to communicate.

Silence, disappearing, or pretending everything is fine is not acceptable.

If something is unclear, say so.
If you need help, say so.
If you made a mistake, say so.
If something is blocked, report it.

Good communication is more important than pretending to be perfect.

Daily Report Required

At the end of every workday, you must send a short daily report.

The daily report should include:

What moved today
What is stuck
Who needs follow-up
What decision is needed from the executive
Top priorities for tomorrow
Hours worked
Any questions or problems

This report is required every workday.

This Role Is Not for Someone Who

Please do not apply if you:

want a side job
already have another full-time job
cannot work New York hours
cannot accept PHP 20,000/month starting
are afraid to make phone calls
wait silently when confused
need every instruction to be perfect
disappear when things are unclear
are afraid to follow up with people
only want simple repetitive tasks
only want strategy work
get overwhelmed by multiple projects
say yes but do not complete things
need constant motivation
are too passive
dislike daily reporting
do not like being held accountable
Required Skills
Excellent written English
Strong spoken English
Comfortable making professional phone calls in English
Strong organization skills
Google Sheets and Google Docs

Email and message follow-up
Basic project management
Clear communication
Ability to work independently
Ability to summarize messy information clearly
Ability to keep trackers updated daily
Ability to follow up repeatedly without being reminded
Ability to ask questions when instructions are incomplete
Helpful but Not Required

Experience with any of these is helpful, but not required:

Notion
Trello
Todoist
ClickUp
Obsidian
AI tools
Google Workspace
Salesforce
project management tools
supporting founders, executives, entrepreneurs, or project managers
operations work
vendor coordination
hiring coordination
customer service or phone-based follow-up

I am willing to train the right person.

Internet, Power, and Work Setup

Because this is a remote role, you must have:

your own computer
reliable internet
a quiet place to work
ability to make calls
backup plan if internet or power goes down

Please be ready to answer:

Where in the Philippines are you located?
How reliable is your internet?
Do you have backup internet?
Do you have backup power?
How often do you experience power outages?
What would you do if your internet or power goes down during work hours?
Long-Term Opportunity

I am not looking for a short-term worker.

I am looking for someone who can grow into a trusted operations person over time.

If the fit is good, this can become a long-term role with more responsibility, better systems, and future growth.

The first goal is to prove:

reliability
communication
daily reporting
follow-through
honesty
ability to work independently
ability to help move projects forward
Application Questions

Please answer these questions directly:

Are you willing to start at PHP 20,000/month?
Can this be your only full-time job?
Can you work 10:00 AM–6:00 PM New York time?
Are you available for about 9 hours per day?
Tell me about a role where you helped a busy person stay organized and get things done.
How do you track many open tasks at the same time?
What would you do if the executive gives you unclear or incomplete instructions?
How do you follow up with someone who does not respond?
Are you comfortable reminding your boss about things that are overdue?
Are you comfortable making phone calls to vendors, contractors, shops, applicants, and service providers?
Rate your spoken English from 1–10.
Rate your written English from 1–10.
What tools have you used for project tracking or operations?
What city/province in the Philippines are you located in?
How reliable is your internet connection?
Do you have backup internet or backup power?
Do you have your own computer?
Did you write this application yourself, or did someone/AI help you?
If I send you a messy voice note with 10 different ideas/tasks, what exactly would you send back to me?
Please write a sample end-of-day report for this role.
When could you start?
Final Note

I am looking for someone honest, steady, proactive, and long-term.

You do not need to know everything.

You do need to communicate, show up, follow through, ask questions, and send daily reports.

If you are reliable, organized, loyal, and willing to learn, this can become a very good long-term opportunity.