[Hiring] Executive Operations Coordinator @MyOutDesk

Role Description

This role is designed to protect the executive’s time, improve follow-through, and bring structure to a fast-growing, multi-site business. The Executive Assistant / Executive Operations Coordinator will own core executive support functions—including calendar, email, travel, and document flow—while also acting as a project driver who ensures key initiatives are completed. This is not a purely administrative role. The ideal candidate is a proactive operator who anticipates needs, communicates with polish, maintains visibility on priorities, and consistently drives projects to completion with minimal oversight.

Shift: US Timezone

Work Set-Up: Full Remote, Philippines

Key Responsibilities

• Executive Support
  • Own email and calendar management, including triage, prioritization, scheduling, and follow-ups
  • Coordinate end-to-end travel arrangements, including itineraries and executive preferences
  • Prepare documents for signature, route approvals, and ensure proper tracking and filing
• Project Coordination & Execution
  • Track open loops across email, Microsoft Teams, Trello, and shared files; ensure completion of tasks
  • Support initiatives that are 70–90% complete by driving execution, follow-through, and launch discipline
  • Build and maintain project trackers, action lists, and executive dashboards
  • Ensure clear ownership, deadlines, and next steps across all active projects
• Process & Documentation
  • Convert ideas, notes, and rough drafts into polished deliverables (SOPs, checklists, decks, and summaries)
  • Create and organize process documentation and training materials using tools like Loom or Screencastify
  • Maintain and organize shared drives, templates, and reference materials within the Microsoft environment
• Operations & Coordination
  • Support rollout of internal systems (e.g., inventory tools, receipt tracking, pricing updates, onboarding materials)
  • Coordinate with site managers, bookkeepers, and customer support to ensure clear and timely communication
  • Assist with light research, vendor coordination, and customer-facing follow-ups as needed

Success Outcomes (First 6 Months)

• Executive inbox, calendar, and travel logistics are managed seamlessly with minimal oversight
• Projects are clearly tracked with defined owners, deadlines, and consistent follow-through
• Documents, approvals, and signature requests are handled proactively
• Processes and training materials are documented and transitioned into reusable systems
• Communication across teams becomes more timely, structured, and effective
• The executive experiences a significant reduction in administrative burden and unfinished tasks

Qualifications

• Graduate of a Bachelor’s degree, or at minimum, completion of a post-secondary (post–high school) diploma
• At least 3 years of relevant work experience
• Minimum of 1 year of experience supporting a US-based client, preferably within a BPO or outsourcing environment
• Experience as an Executive Assistant, Operations Coordinator, Project Coordinator, or similar role
• Exceptional written English with the ability to communicate clearly, concisely, and professionally on behalf of an executive
• Microsoft 365 (Outlook, Teams, SharePoint/OneDrive)
• Trello or similar project/task management tools
• Adobe Acrobat or e-signature tools for document workflows
• Loom, Screencastify, or similar tools for process documentation
• PowerPoint or presentation tools for training and onboarding materials
• Familiarity with QuickBooks Online or similar operational systems is a plus

Benefits

• $400 Placement Bonus after successfully completing your first 30 days with your first MOD client
• Independent Contractor Referral Program – Earn up to $330 for every successful referral
• MOD Cash Advance Program available after 6 months of active service with MOD client/s
• Comprehensive HMO Coverage for you and 1 dependent, starting after 6 months of active service with MOD client/s
• Dental Benefits through Maxicare Dental Hub
• Optical Reimbursement for HMO principal members
• Group Life Insurance with Accidental Death & Dismemberment coverage
• Maternity Reimbursement for both normal and Caesarean delivery
• 6 Paid US Holidays
• 7 Additional Vacation Leave Credits after 10 months of active service with the current MOD client
• 7 Additional Sick Leave Credits after 1 year of active service with the current MOD client/s
• Unlimited Upskilling Opportunities through MODUniversity
• Mentorship and collaboration with global leaders and teams
• Clear career advancement pathways within the organization
• Diverse, inclusive, and supportive workplace environment