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

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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