Executive Operations Coordinator

3 days ago

Santa Rosa, Philippines Rocket Station Full time

Key Responsibilities:
- Manage multiple complex calendars, ensuring seamless coordination of meetings, travel, and deadlines across time zones.
- Own and maintain email and communication workflows, including drafting responses, flagging priorities, and managing follow-ups.
- Conduct independent research and analysis to support executive decision-making without requiring step-by-step instructions.
- Prepare presentations, documents, and reports, often anticipating needs before requests are made.
- Master the executive’s preferences, systems, and work rhythms to ensure smooth daily operations.
- Coordinate cross-functional communications, track action items, and follow up on deliverables with internal and external stakeholders.
- Represent the executive professionally in all interactions—written and verbal.
- Maintain strict confidentiality and professionalism at all times.

Qualifications:
- 3+ years of experience supporting C-level executives, entrepreneurs, or high-profile business leaders.
- Exceptional written and spoken English communication skills.
- Strong organizational skills with the ability to manage competing priorities and timelines.
- Self-motivated and resourceful with a demonstrated ability to work independently.
- Proficiency in productivity and collaboration tools (Google Workspace, Slack, Zoom, project management software.)
- High emotional intelligence and the ability to adapt communication styles based on personality and context.
- Prior experience supporting U.S.-based clients, particularly founders, influencers, or executives.
- Familiarity with CRMs such as HubSpot, project tools such as Notion or Asana.
- Background in project coordination, digital marketing, events, or business operations.

System Requirements:
Main Computer Processor: at least i3 8th gen or i5 6th gen (quad-core) or higher
Back-up Computer Processor: at least dual-core or higher
Computer Memory/RAM: at least 8 GB (for both primary and back-up computers)
Operating System: at least Windows 10 64-bit

Internet Speed:
Primary Connection: at least 10 Mbps wired (10 Mbps and above preferred)
Back-up Connection: at least 5 Mbps

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