Executive Operations Manager — Remote | Part-Time to Start

Location: Remote — Philippines
Hours: 25–30 hours per week to start
Schedule: Must have consistent overlap with U.S. Central Time
Compensation: $10–$14 USD/hour, depending on experience
Reports directly to: Founder/CEO
Opportunity: Long-term role with potential to grow in hours and responsibility

About the Role

I am a physician, entrepreneur, author, speaker, and business owner managing several growing healthcare, education, media, consulting, and publishing brands.

I am looking for an experienced Executive Operations Manager who can become the operational backbone of the organization.

This is not a traditional virtual assistant position.

I do not need someone who waits for me to create a daily task list. I need someone who can take a goal, determine the steps required, organize the people and resources involved, follow up relentlessly, identify problems early, and drive projects through completion.

Your primary job is to make sure things do not fall through the cracks.

What You Will Own

Operations & Project Management

- Maintain one master project and deadline management system across multiple businesses and initiatives
- Turn ideas and conversations into organized projects, tasks, owners, and deadlines
- Track deliverables and proactively follow up with team members and contractors
- Identify overdue, blocked, or at-risk projects before they become emergencies
- Provide the CEO with concise updates on priorities, problems, and decisions needed
- Create and improve SOPs, workflows, checklists, and operating systems
- Ensure completed work is documented and stored correctly

Team Accountability

- Coordinate work across contractors, virtual assistants, podcast staff, marketing support, and other team members
- Follow up on assigned deliverables without requiring the CEO to intervene
- Document responsibilities and deadlines
- Run weekly accountability reviews
- Escalate problems appropriately when commitments are repeatedly missed

Executive Operations

- Maintain important deadlines, meetings, speaking engagements, educational commitments, launches, and follow-ups
- Prepare meeting agendas and capture action items
- Track correspondence requiring follow-up
- Organize documents, forms, applications, and administrative requirements
- Help the CEO determine what requires her attention versus what can be handled by the team

Business & Marketing Coordination

- Maintain podcast guest/outreach and media appearance trackers
- Prevent duplicate outreach and maintain accurate contact history
- Coordinate website, email marketing, CRM, social media, event, and launch projects
- Track business leads, partnerships, speaking opportunities, and follow-ups
- Coordinate with contractors responsible for content, podcast production, marketing, and publishing

Systems

Experience with several of the following is strongly preferred:

- GoHighLevel
- Google Workspace
- ClickUp, Asana, ---------- , Notion, or similar project-management platforms
- Canva
- Zoom
- Calendly or Acuity
- Stripe
- Microsoft Office
- AI tools including ChatGPT

You do not need to know every platform on day one, but you must be comfortable learning new systems quickly.

Who I Am Looking For

You may be a strong fit if you:

- Have previous experience as an Operations Manager, Executive Operations Manager, Senior Executive Assistant, Project Manager, or Chief-of-Staff-type professional
- Are extremely organized and detail-oriented
- Communicate professionally in written and spoken English
- Take ownership instead of waiting for instructions
- Follow up without being asked
- Can manage multiple simultaneous projects and deadlines
- Are comfortable respectfully holding other team members accountable
- Can distinguish an actual priority from background noise
- Think several steps ahead
- Are comfortable working directly with a fast-moving founder
- Ask thoughtful questions when necessary but are also capable of making reasonable decisions independently
- Are reliable and consistent

This Role Is NOT a Fit If

Please do not apply if you:

- Need detailed daily instructions before beginning work
- Frequently miss deadlines
- Disappear when a project becomes difficult
- Have difficulty following up with other people
- Prefer completing isolated tasks rather than owning outcomes
- Are simultaneously managing so many freelance clients that you cannot reliably commit to this position

What Success Looks Like

Within your first 30–60 days:

- Every active project has an owner, deadline, and status.
- The CEO no longer has to personally chase team members for routine deliverables.
- Important deadlines are identified well in advance.
- Meetings generate documented action items and follow-up.
- Contractors know what they are responsible for.
- Duplicate work and unnecessary outreach decrease.
- The CEO receives a concise operating update rather than having to search multiple systems to determine what is happening.
- Problems are surfaced early—with potential solutions.

How to Apply

Please submit:

1. A brief introduction explaining your operations experience.
2. Your resume or CV.
3. A 2–3 minute video introduction.
4. The project-management systems you have used.
5. An example of a situation where you inherited a disorganized operation or project and created structure around it.
6. Your current availability and preferred working hours.
7. Your desired hourly rate.

Application instruction: Begin your application with the words “I CLOSE LOOPS.”

Applications that do not follow this instruction will not be considered.

Final Application Question

Imagine you begin work on Monday and discover:

- 14 overdue tasks
- three upcoming deadlines within seven days
- two contractors who have not delivered promised work
- several projects with no clear owner
- and the CEO has only 30 minutes available to speak with you.

In five sentences or fewer, tell me what you would do first.

We are looking for someone who wants to build systems, create order, take ownership, and become a trusted long-term member of a growing organization.