Executive Operations Coordinator / Project Follow-Through Manager

Executive Operations Coordinator / Project Follow-Through Manager

Job Description

I am looking for a highly organized, proactive, detail-oriented person to support a busy executive who manages many different projects, people, ideas, and moving parts.

This role is for someone who is excellent at turning scattered information into clear lists, next steps, reminders, follow-ups, and progress reports.

The executive you will support is a visionary, fast-moving, idea-driven person who works across multiple areas at once. He needs someone steady, organized, persistent, and practical to help keep projects moving from idea to completion.

This is not a basic admin role. It is also not a sales role. The main goal is to create structure, follow through, organize communication, and make sure important things do not fall through the cracks.

Main Responsibilities

- Organize many open projects into clear trackers, lists, and next actions
- Follow up with people by email, text, phone, or messaging apps
- Keep track of who was contacted, what they said, and what the next step is
- Prepare simple daily and weekly progress reports
- Help the executive stay focused on current priorities
- Remind the executive of pending decisions respectfully
- Turn voice notes, texts, rough ideas, and messy notes into organized action lists
- Create and maintain Google Sheets, Google Docs, checklists, and project trackers
- Coordinate with vendors, contacts, service providers, tea ---------- mbers, and outside parties
- Notice when something is stuck and bring it back to attention
- Ask clear questions when instructions are incomplete
- Help create simple systems so repeated tasks become easier over time

The Type of Person I Am Looking For

You should be calm, organized, reliable, persistent, practical, emotionally steady, comfortable with follow-up, and good at bringing order to messy information.

You should naturally think:

- What is the next action?
- Who owns this?
- What is stuck?
- What needs follow-up?
- What decision is needed?

This Role Is Not for Someone Who

- Waits silently when confused
- Needs every instruction to be perfect
- Disappears when things are unclear
- Is afraid to follow up with people
- Only wants simple repetitive tasks
- Gets overwhelmed by multiple projects
- Says yes but does not complete things
- Needs constant motivation
- Is too passive

Daily Report

At the end of each workday, send a short report:

1. What moved today
2. What is stuck
3. Who needs follow-up
4. What decision is needed from the executive
5. Top priorities for tomorrow

Required Skills

- Excellent written English
- Strong organization skills
- Google Sheets and Google Docs
- Email and message follow-up
- Basic project management
- Clear communication
- Ability to work independently
- Ability to summarize messy information clearly

Helpful but Not Required

- Notion, Trello, Todoist, ClickUp, Obsidian, AI tools, Google Workspace, Salesforce, or project management tools
- Experience supporting founders, executives, entrepreneurs, or project managers

Work Schedule

Full-time remote position.
Must be available for regular communication and partial overlap with U.S. hours.

Pay

Starting pay depends on experience.
Please include your expected monthly salary in PHP.
Strong candidates who can truly manage follow-through and operations will be considered at a higher rate.

Application Questions

1. Tell me about a role where you helped a busy person stay organized and get things done.
2. How do you track many open tasks at the same time?
3. What would you do if the executive gives you unclear or incomplete instructions?
4. How do you follow up with someone who does not respond?
5. Are you comfortable reminding your boss about things that are overdue?
6. What tools have you used for project tracking or operations?
7. What is your expected monthly salary in PHP?
8. Are you available full-time?
9. What hours can you work in Philippine time?