Executive Operations & IT Coordinator

This role is open to candidates based in LATAM, Africa, and Eastern Europe. Please note that as this role supports U.S.-based clients, candidates must be available to work during U.S. business hours aligned with the client’s time zone.

 

Our client is a rapidly growing private aviation company focused on delivering exceptional operational execution and customer service. Operating in a fast-paced, high-performance environment, they are seeking an Executive Operations & IT Coordinator to serve as a trusted operational partner to leadership while supporting internal technology coordination, administrative operations, and cross-functional process improvement as the company continues to scale.

ROLE OVERVIEW

The Executive Operations & IT Coordinator will be responsible for coordinating employee technology support, executive administration, project management, vendor relationships, and day-to-day business operations. The Executive Operations & IT Coordinator will work closely with leadership and the company's outsourced IT provider to ensure employees receive timely support while helping improve internal processes, maintain operational documentation, and coordinate cross-functional initiatives. This role is ideal for someone who enjoys wearing multiple hats, solving problems proactively, and bringing structure and organization to a fast-growing business.

LOCATION

Fully Remote | 9:00 AM - 5:00 PM EST

KEY RESPONSIBILITIES

IT COORDINATION & EMPLOYEE SUPPORT

• Serve as the primary internal point of contact for employee technology requests.

• Coordinate with the outsourced IT provider to resolve hardware, software, and access-related issues.

• Support employee onboarding and offboarding, including user account creation, permissions, and equipment coordination.

• Assist with Microsoft 365 administration, user management, and basic technology troubleshooting.

• Maintain IT documentation, asset inventories, and internal technology processes.

EXECUTIVE & ADMINISTRATIVE SUPPORT

• Provide administrative support to company leadership, including calendar management, scheduling, meeting coordination, and follow-up on action items.

• Coordinate travel arrangements and other executive administrative tasks.

• Maintain organized documentation and ensure operational records remain accurate and current.

PROJECT COORDINATION

• Coordinate cross-functional projects using Asana or similar project management platforms.

• Monitor project timelines and follow up with stakeholders to ensure deliverables remain on schedule.

• Document workflows and identify opportunities to improve operational efficiency.

HR & VENDOR ADMINISTRATION

• Support employee onboarding and general HR administration.

• Coordinate relationships with software vendors and external service providers.

• Track contracts, renewals, subscriptions, and vendor agreements.

• Maintain employee records and operational documentation.

GENERAL OPERATIONS

• Support leadership with day-to-day operational initiatives.

• Take ownership of administrative and operational projects from initiation through completion.

• Continuously identify opportunities to improve internal organization, communication, and operational efficiency.

QUALIFICATIONS

EXPERIENCE

• 2–4 years of experience in Operations, Executive Support, IT Administration, Office Management, or a related role.

• Experience supporting Microsoft 365 and/or Google Workspace environments.

• Experience coordinating with third-party vendors or outsourced IT providers is preferred.

• Previous experience supporting executive leadership in a fast-paced environment is a plus.

• Experience coordinating cross-functional operational projects is preferred.

SKILLS

• Strong organizational and time management skills.

• Excellent written and verbal English communication skills.

• Exceptional attention to detail and accuracy.

• Experience using Asana or similar project management software.

• Strong proficiency with Microsoft Office, including Outlook, Excel, Word, and Teams.

• Experience with Microsoft 365 administration.

• Ability to learn new software platforms and internal systems quickly.

• Strong problem-solving and troubleshooting abilities.

• Ability to manage multiple priorities while maintaining professionalism.

• Excellent stakeholder management and follow-up skills.

• Proactive, resourceful, and highly accountable.

WHAT SUCCESS LOOKS LIKE

• Employees receive timely, organized support for technology requests through effective coordination with the outsourced IT provider.

• Leadership confidently delegates operational and administrative responsibilities, allowing greater focus on strategic priorities.

• Projects remain organized, deadlines are consistently met, and follow-up across departments is proactive.

• Company documentation, vendor relationships, and operational records are maintained with accuracy.

• Internal processes become increasingly efficient through proactive problem-solving and continuous improvement.

• Leadership recognizes the Executive Operations & IT Coordinator as a trusted operational partner.

OPPORTUNITY

This is an exciting opportunity to join a rapidly growing private aviation company where operational excellence drives business success. As the Executive Operations & IT Coordinator, you'll work directly with leadership, help build scalable internal processes, coordinate technology and operational initiatives, and play a foundational role as one of the company's first dedicated operations team members.

APPLICATION PROCESS:

TO BE CONSIDERED FOR THIS ROLE THESE STEPS NEED TO BE FOLLOWED:

• Fill in the application form

• Record a video showcasing your skill sets