Office & Operations Coordinator (Multi-Industry) - remote from anywhere

Office & Operations Coordinator (Multi-Industry)

Remote · Monday–Friday, 9:00 AM–6:00 PM (Pacific, Central, or Eastern) · 1,250/month for the first 90 days, then 1,500/month after

Quick context before anything else: some of the roles under this posting already have a client lined up. Others don't have one yet. You'll go through the exact same process either way. When there's no client yet, it's because we're getting to know good people ahead of time, so we're ready to move the moment a client needs someone. Your recruiter will tell you directly which situation you're in.

What this job actually is

A founder's biggest constraint isn't ideas, it's hours. Every unscheduled meeting, every action item nobody tracked, every process that only lives in one person's head eats into time they don't get back. This role exists to close those gaps quietly, before a founder even notices they were open. You're not managing a to-do list. You're the reason the operation runs on systems instead of memory.

This looks different depending on the business you're supporting. Some weeks it's calendars and meeting follow-up. Other weeks it's building an SOP nobody's ever written down. The tools and priorities shift business to business. What doesn't change is the standard: nothing recurring should ever depend on someone remembering it.

What you'll actually do

• Manage calendars and scheduling across multiple stakeholders, confirming meetings ahead of time so nobody shows up to a dead call

• Turn decisions and meeting notes into tracked action items with an owner and a due date, and chase the ones that stall

• Build and maintain SOPs and process documentation for anything that repeats more than once

• Prepare and send recurring reports, dashboards, or trackers in Google Sheets or Excel, on schedule, without a reminder

• Keep shared tools like Slack, project boards, and shared drives organized enough that nobody has to ask you where something is

• Handle routine decisions inside existing guardrails and flag only what genuinely needs a founder's judgment

Requirements

What we're actually looking for

• 3+ years in a role like Operations Assistant, Administrative Coordinator, Office Coordinator, or Executive Assistant, supporting founders, executives, or multiple stakeholders directly

• Hands-on experience owning calendar management, meeting coordination, SOP creation, and reporting cadences, not just assisting with them

• Strong proficiency with Google Workspace (Docs, Sheets, Drive, Calendar, Gmail) and at least one project management tool: ClickUp, Asana, Monday.com, Trello, or Notion

• Comfortable building reports, dashboards, or trackers in Google Sheets or Excel

• Your written and spoken English is genuinely fluent. Not "good enough," fluent

• Experience with US-based founders or companies is a plus, not a requirement

A few things that matter more than they sound like they should

• Internet that doesn't drop calls, and a workspace you can actually work from

• You show up on time, every time

• If something's slipping, you say so early, not after it becomes a bigger problem

• You follow through on what you said you'd do without someone checking in

Benefits

How the process actually works

Six steps. Same steps whether or not there's a client waiting.

1. We read your CV. An actual read, not a keyword scan.
2. A short intro video. Two minutes of you talking is worth more than a page of text. We're checking if you're clear and comfortable on camera, your English skills, and your professional setup (camera, lighting, sound...)
3. A call with a recruiter, about 30 minutes. Half of it is conversation, half is you walking us through something real you've built or fixed. This is also when we'll tell you plainly whether there's a client waiting for this role or not.
4. A short written SOP or documentation exercise, checking whether you can turn a process into something someone else could actually follow.
5. A reference check with someone who actually worked with you day to day, not a character reference.
6. If a client's ready: one interview with them. They make the final call on who they hire.

Here's the honest version, in plain terms: it's possible to finish this whole process and not have a client waiting yet. That's not a runaround. We'd rather get to know good people properly now, so that when a client does come looking for someone like you, you're already vetted and ready instead of starting from zero. If that's where you land, we won't leave you guessing. We'll tell you honestly where things stand, even when the honest update is "nothing new yet." And if you take another job while you wait, that's fine. Just tell us, and we'll pick things back up whenever the timing works.

What to actually expect from us

If you make it to an interview, you'll get real, specific feedback on how it went, either way. If your CV doesn't move forward, you'll still hear from us, but it'll be a fast automated note rather than a personal one. That's simply what lets us get back to everyone on a posting like this, and we'd rather be upfront about it than pretend it works differently.