Executive Operations Coordinator

Executive Operations Coordinator

Remote

USD 1,200 - 1,600 monthly

Contract

Remote

Operations & General Management

Mid-level (3-5 years)

Application Deadline

October 9, 2026

About the Company

Scale Army Careers is dedicated to connecting ambitious professionals with forward-thinking companies. They focus on facilitating growth and operational excellence for their clients, particularly those in the consumer goods sector. The organization emphasizes the integration of modern tools and methodologies, including AI, to enhance productivity and streamline business processes.

This role supports a client that is a growing consumer business committed to maintaining efficient operations across purchasing, production, shipping, and other daily activities. As the client company scales, they rely on skilled professionals to execute established processes, maintain accurate records, and leverage AI for increased efficiency.

Job Description

Scale Army Careers is seeking a highly organized and proactive Executive Operations Coordinator to join a dynamic team supporting a growing consumer business. This remote role offers the opportunity to work directly with a Founder/CEO, taking ownership of critical projects and administrative systems.

In this position, you will be instrumental in managing daily operational processes, ensuring the smooth execution of tasks related to purchasing, production, and shipping. You will maintain meticulous records, coordinate communications with customers and influencers, and manage partner relationships. A key aspect of this role involves leveraging AI tools, such as Claude, to enhance everyday workflows and boost productivity, while maintaining a strong focus on accuracy and follow-through.

The ideal candidate is tech-savvy, comfortable working independently, and possesses exceptional organizational skills. You will be responsible for tracking complex details across multiple timelines, ensuring established Standard Operating Procedures (SOPs) are consistently followed. This role is perfect for someone who thrives in a structured environment and is eager to contribute to the scalability and efficiency of a growing business.

Required Skills

• AI Tools
• Task Management
• Google Workspace
• Canva
• Shopify
• Klaviyo
• Photoshop
• Process Management
• Documentation
• Problem-solving
• Attention to Detail
• ClickUp

Key Responsibilities

• Execute established SOPs and ensure recurring operational processes are completed accurately and on time.
• Track multi-step processes across different timelines, stakeholders, and deadlines.
• Maintain visibility into outstanding questions, follow-ups, dependencies, and next steps.
• Proactively follow up on incomplete items to ensure nothing falls through the cracks.
• Use ClickUp or similar task management platforms to organize tasks, deadlines, and ongoing work.
• Work independently within established processes without requiring constant direction.
• Support the management and tracking of purchase orders.
• Monitor factory production updates and maintain accurate records of progress and outstanding items.
• Organize and track shipping schedules, timelines, and related operational information.
• Coordinate information across different stages of purchasing, production, and shipping.
• Escalate delays, missing information, or issues requiring leadership attention.
• Learn and follow established manufacturing and operational processes without requiring previous manufacturing expertise.
• Maintain accurate reference sheets, trackers, and central operational documents.
• Transfer important information from emails and other communication channels into appropriate reference documents and systems.
• Keep notes, status updates, outstanding questions, and operational records organized and current.
• Ensure documentation is clear, structured, and easy for others to reference.
• Maintain a high level of accuracy and attention to detail across operational records.
• Use Claude or similar AI tools regularly to improve efficiency across day-to-day operational work.
• Write clear, detailed prompts and provide appropriate context to generate useful outputs.
• Upload and reference documents within AI tools to support research, drafting, organization, and task execution.
• Use AI to support practical workflows, such as turning information into structured summaries, action items, or ClickUp tasks.
• Review and refine AI outputs rather than relying on generated responses without verification.
• Troubleshoot prompts and provide additional context when AI outputs do not initially meet requirements.
• Continuously identify practical opportunities to use AI to reduce repetitive work and improve productivity.
• Support leadership with ongoing operational and administrative priorities.
• Organize information and prepare clear updates, briefs, and reports when needed.
• Proactively identify missing information and follow up with the appropriate stakeholders.
• Manage multiple priorities while maintaining accuracy and consistent follow-through.
• Escalate questions or issues appropriately while independently handling routine operational work.

Qualifications

• 3+ years of experience in an operations, administrative support, virtual assistant, project coordination, or similar role involving detailed process and task management.
• Experience following established SOPs and managing recurring multi-step processes.
• Experience maintaining trackers, reference documents, task systems, or other centralized operational records.
• Experience independently managing tasks and following through on outstanding items with minimal supervision.
• Stable work history and interest in a long-term opportunity.
• Experience supporting purchasing, production, shipping, e-commerce, or similar operational workflows is a plus but not required.
• Exceptional organizational skills and attention to detail, with the ability to manage multiple timelines and outstanding items simultaneously.
• Strong ability to follow established SOPs accurately while independently managing day-to-day execution.
• Intermediate proficiency with AI tools such as Claude or similar LLMs, including effective prompting, working with reference documents, and using AI to improve everyday workflows.
• Experience with ClickUp or a comparable task management platform.
• Proficiency with Google Workspace and experience maintaining organized documents, spreadsheets, and shared information.
• Working knowledge of Canva for basic content or document-related tasks.
• Ability to create clear, structured updates, notes, briefs, and operational documentation.
• Resourceful problem-solving skills, including the ability to troubleshoot AI outputs by improving prompts, context, or reference information.
• Familiarity with Shopify, Klaviyo, Photoshop, or basic photo-editing tools is a plus.