[Hiring] Executive Operations & IT Coordinator @Scale Army Careers

Role Description

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.

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. 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

• 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.

Requirements

• 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.

Benefits

• 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

• Fill in the application form.
• Record a video showcasing your skill sets.