Executive Operations Manager (Founder Support & Business Operations) - 62985501447

Location: Remote (South Africa, LATAM, or Philippines)

Compensation: USD $2,300-$4,200 per month (depending on experience and location)

Industry: Executive Coaching / Leadership Advisory

Schedule: Full-time | Monday-Friday | Significant overlap with U.S. business hours required

Our client is a boutique executive coaching and leadership advisory firm founded by experienced executive coaches who work with founders, CEOs, and executive teams navigating significant business and leadership transitions.

The company combines executive coaching with practical leadership advisory, helping high-performing leaders make better decisions, strengthen their leadership, and navigate periods of growth and change.

As the business continues to grow, they are seeking an experienced Executive Operations Manager to strengthen internal operations, improve systems, coordinate priorities, and provide high-level operational support to the founding team.

We are seeking a highly organized and proactive Executive Operations Manager to serve as an operational extension of the company's three founders.

This role combines executive support, business operations, client coordination, and project management. You'll help keep priorities organized, improve internal systems, coordinate cross-functional initiatives, and ensure important commitments move forward without requiring constant follow-up.

The ideal candidate is comfortable operating in an environment where priorities can shift quickly and processes may still be evolving. You should enjoy creating structure, solving operational problems, and identifying ways to make the business more efficient.

This is a high-ownership role for someone who can operate independently, exercise sound judgment, and proactively identify what needs to happen next.

• Manage priorities, schedules, and operational projects across the three founders.
• Own calendar management and related planning and coordination.
• Track important commitments, deadlines, and follow-up actions.
• Prepare meeting agendas, documentation, and follow-up materials.
• Anticipate executive needs and proactively address upcoming requirements.
• Coordinate information and priorities across the founding team.

• Improve, document, and standardize internal business processes.
• Build and maintain operational systems that support business growth.
• Develop and maintain SOPs, documentation, and internal knowledge resources.
• Coordinate cross-functional projects and initiatives.
• Track deliverables and ensure priorities remain on schedule.
• Support business planning and execution.
• Identify opportunities to improve efficiency through better systems, tools, and workflows.

• Coordinate client onboarding and related administrative processes.
• Support a consistent and professional client experience.
• Track coaching engagements, deliverables, and key milestones.
• Coordinate communication between clients, practitioners, and the founding team.
• Maintain accurate CRM records and client information.
• Coordinate contracts, documentation, and other client-related materials.

• Own internal operational projects from planning through completion.
• Coordinate project timelines, milestones, and deliverables.
• Ensure initiatives continue moving forward without constant oversight.
• Coordinate external vendors and service providers as needed.
• Identify potential delays or bottlenecks and proactively address them.
• Maintain visibility across multiple initiatives and ensure commitments are followed through.

• Identify recurring operational challenges and recommend sustainable solutions.
• Evaluate and recommend tools, automations, and workflows that improve efficiency.
• Reduce administrative burden across the founding team.
• Develop reporting dashboards and tracking systems where they provide meaningful value.
• Continuously look for ways to improve the company's operational effectiveness.

• 5+ years of experience supporting founders, executives, leadership teams, or business operations.
• Experience in one or more of the following:
  • Executive Operations
  • Business Operations
  • Operations Management
  • Chief of Staff
  • Project Management
  • Senior Executive Assistance
• Strong project management and organizational skills.
• Proven experience improving and documenting business processes.
• Strong ability to manage multiple projects, priorities, and deadlines simultaneously.
• Highly proficient with Google Workspace.
• Experience with Notion preferred.
• Comfortable using AI tools such as ChatGPT, Claude, or similar platforms.
• Strong understanding of business operations and workflow management.
• Excellent written and verbal English communication skills.

• Exceptional ownership and accountability.
• Highly proactive and self-directed.
• Strong operational and systems thinking.
• Executive presence and professional maturity.
• Comfortable communicating with founders, senior executives, clients, and external partners.
• Excellent judgment and problem-solving ability.
• Strong attention to detail.
• Calm and organized under pressure.
• Adaptable when priorities shift.
• Comfortable operating with significant autonomy.
• Strong follow-through and ability to manage commitments to completion.

You enjoy making high-performing leaders more effective by creating structure, solving operational problems, and ensuring execution stays on track.

You're naturally proactive and don't need to be told about every problem before taking action. When you notice a recurring issue, you look beyond the immediate fix and consider how the underlying system or process can be improved.

You're comfortable managing multiple priorities at once without losing sight of details, and you can communicate confidently with founders, executives, clients, and external partners.

Whether you're building a tracking system, improving an SOP, coordinating a project, managing executive priorities, or identifying a bottleneck, you approach the work with sound judgment, ownership, and a strong sense of accountability.

The Executive Operations Manager will become a critical operational partner to the founding team.

By taking ownership of execution, systems, coordination, and day-to-day business operations, you'll allow the founders to remain focused on coaching clients, developing the business, and concentrating on strategic priorities.

Your ability to anticipate needs, improve processes, and keep initiatives moving will directly contribute to the efficiency, consistency, and continued growth of the organization.