Executive Operations Coordinator

This role is open to candidates based in LATAM, Africa, and Eastern Europe. Candidates must be available to work during U.S. business hours aligned with the client’s time zone. The position is fully remote and scheduled from 9:00 AM to 5:00 PM EST.

Our client is a growing consumer business focused on maintaining efficient, organized operations across purchasing, production, shipping, and other day-to-day business processes. The Executive Operations Coordinator will execute established processes, maintain accurate operational records, and leverage AI tools to improve efficiency.

The ideal candidate is highly organized, detail-oriented, autonomous, and comfortable managing multi-step workflows within established processes. Prior manufacturing expertise is not required, but experience maintaining centralized records and following through on outstanding tasks with minimal supervision is essential.

This role uses AI tools such as Claude for practical administrative and operational work. It is not a technical AI automation position; the successful candidate should be able to write effective prompts, provide appropriate context and reference materials, and review AI outputs for accuracy.

This opportunity offers exposure to purchasing, production, shipping, documentation, and operational coordination while encouraging practical AI adoption and continuous improvement.

• 3+ years of experience in operations, administrative support, virtual assistance, project coordination, or a similar role involving detailed process and task management.
• Experience following established SOPs and managing recurring multi-step processes.
• Experience maintaining trackers, reference documents, task systems, or centralized operational records.
• Experience independently managing tasks and following through on outstanding items with minimal supervision.
• Stable work history and interest in a long-term opportunity.
• Experience supporting purchasing, production, shipping, e-commerce, or similar operational workflows is a plus but not required.
• Exceptional organizational skills and attention to detail, with the ability to manage multiple timelines and outstanding items simultaneously.
• Strong ability to follow established SOPs accurately while independently managing day-to-day execution.
• Intermediate proficiency with AI tools such as Claude or similar LLMs, including effective prompting, working with reference documents, and using AI to improve everyday workflows.
• Experience with ClickUp or a comparable task management platform.
• Proficiency with Google Workspace and experience maintaining organized documents, spreadsheets, and shared information.
• Working knowledge of Canva for basic content or document-related tasks.
• Ability to create clear, structured updates, notes, briefs, and operational documentation.
• Resourceful problem-solving skills, including the ability to troubleshoot AI outputs by improving prompts, context, or reference information.
• Familiarity with Shopify, Klaviyo, Photoshop, or basic photo-editing tools is a plus.

• Execute established SOPs and ensure recurring operational processes are completed accurately and on time.
• Track multi-step processes across timelines, stakeholders, and deadlines.
• Maintain visibility into outstanding questions, follow-ups, dependencies, and next steps.
• Proactively follow up on incomplete items and work independently within established processes.
• Use ClickUp or similar task management platforms to organize tasks, deadlines, and ongoing work.
• 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 purchasing, production, and shipping stages.
• Escalate delays, missing information, or issues requiring leadership attention.
• Learn and follow established manufacturing and operational processes.
• Maintain accurate reference sheets, trackers, and central operational documents.
• Transfer important information from emails and other communication channels into appropriate 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.
• Use Claude or similar AI tools to improve efficiency across day-to-day operational work.
• Write clear prompts, provide appropriate context, and reference documents within AI tools.
• Use AI to create structured summaries, action items, or ClickUp tasks.
• Review and refine AI outputs and troubleshoot prompts when necessary.
• Identify opportunities to use AI to reduce repetitive work and improve productivity.
• Support leadership with operational and administrative priorities.
• Organize information and prepare clear updates, briefs, and reports.
• Proactively identify missing information and follow up with appropriate stakeholders.
• Manage multiple priorities while maintaining accuracy and consistent follow-through.
• Escalate questions or issues appropriately while independently handling routine operational work.