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. 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.
Fully Remote | 9:00 AM - 5:00 PM EST
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.
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.
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.
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.
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.
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.
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.
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.
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.
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