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Administrative Operations & Executive Support Coordinator (Remote, W2)
Overview
About the Founder & Businesses
This role supports the Founder of a portfolio of expanding businesses across Tax, Professional Services, and Venture Capital. The Founder operates at a high strategic level, manages multiple client relationships, and communicates primarily through live conversation and verbal processing.
Your role is to create operational clarity, preserve information, and expand the Founder’s capacity by ensuring that ideas, decisions, and commitments are translated into structured execution.
About the Role
We are hiring a highly reliable, detail-focused Administrative Operations & Executive Support Coordinator to serve as an extension of the Founder’s operational mind.
This role is not about making decisions for the business — it is about role optimization, load balancing, and task orchestration so the Founder can remain focused on revenue, strategy, and relationships.
You will lead briefings and debriefings, listen carefully, document accurately, and ensure that nothing critical is lost, delayed, or forgotten.
Core Focus Areas
Role Optimization:Enabling the Founder to spend his time on the highest-value activities
Capacity Creation: Offloading documentation, follow-ups, and task tracking
Task Management: Translating conversations into clear, prioritized action items
Load Balancing: Managing deadlines, dependencies, and sequencing across multiple businesses
Practical Support: Assisting the Founder and team with tasks and projects
Key Responsibilities
- Participate in scheduled briefing and debriefing meetings with the Founder
Translate verbal updates and audio recordings into:
- Asana tasks
- Client notes
- Follow-ups and reminders
- Prepare briefs for upcoming client meetings based on prior discussions
- Maintain accurate and organized documentation across multiple business lines
- Track commitments, deadlines, and next steps to completion
- Support scheduling and administrative coordination with consistency and discretion
Ideal Candidate Profile (DISC: SC)
This role is best suited for someone who naturally aligns with an SC (Steadiness / Conscientiousness) DISC profile.
You are likely:
Calm, steady, and highly dependable
Detail-oriented and process-driven
Thoughtful before acting; accuracy matters to you
Comfortable working behind the scenes to support a leader
Loyal, discreet, and respectful of confidential information
Organized, methodical, and consistent in your follow-through
Adaptable, but you value clear expectations and structure
An Active Listener who is also a Thoughtful Contributor: Who Values active listening as a primary communication method, contributing insights thoughtfully after fully absorbing team input.
Working Style Expectations
- Fully remote
- Clear communication, written confirmation, and follow-through are essential
- Working Rhythm & Role Nuance
- This role operates within a thoughtful but dynamic working rhythm. While true emergencies are rare, meeting end times and the Founder’s immediate needs may occasionally shift in real time. You should be comfortable with a degree of on-demand interaction during the workday.
That said, preparatory meetings are intentional and scheduled, not random. Between those structured sessions, you may be asked to join brief, unscheduled conversations to capture context, decisions, or priorities while they are fresh.
This is not a role where all work is handed off to you. Instead, you will:
Listen to the Founder debrief his thinking before and after meetings
Capture tasks, decisions, and dependencies that may belong to the Founder or other team members
Organize a full, evolving task list into clear, logical, and actionable order so execution can occur across the team
The right candidate enjoys translating real-time thinking into structured workflows and understands how to support a leader without needing to own the work themselves.
This Role Is Not a Fit If You:
- Are building your own business or agency
- Identify strongly as entrepreneurial rather than supportive
- Dislike documentation, task tracking, or routine execution
- Prefer unstructured or last-minute workflows
Requirements
- Experience in administrative support, or operations
- Comfort using Asana or similar task management tools
- Strong listening and written communication skills
- High integrity and ability to manage sensitive information
- Reliable internet and professional remote workspace: Non-public internet (not public wi-fi)
- Willingness and Ability to meet on Google Meets Regularly
- Comfortable working with cloud-based technology and possess a strong willingness to learn and adapt to new tools and processes.
Formal degrees and industry-specific experience are not required.
Personality fit, reliability, and execution ability matter most.
Compensation & Details
Employment Type: W2 Employee
Schedule: Full-time 8:45-5:15 CT
Pay Range: $19–$26 per hour
Equipment: Provided
Location: Remote (Central or Mountain Time preferred)
How to Apply (Scenario-Based Response Required)
To apply, please respond in writing to the scenario below. We are evaluating how you think, organize, and communicate, not perfection.
Scenario:
You have just held a discovery call with a new client. During the call, the Founder agreed to the following:
Agreed-Upon Items from the Call:
Prepare a customized service proposal within 48 hours
Request the client’s last two years of tax returns and current financial statements
Schedule a follow-up strategy call for next week
Identify internal tasks required to onboard the client if they move forward
Capture key risks, opportunities, and open questions discussed on the call
After the meeting, the Founder debriefs you verbally with additional context and priorities.
Application Question:
What would your brief for the next meeting with this client look like?
Please include:
How you would structure the brief
What information you would highlight for the Founder
How tasks and follow-ups would be organized
Any assumptions you would document or clarify