Executive Administrative Coordinator (Operations)

Role: Executive Administrative Coordinator (Operations)

Priority Location: Philippines and South Africa

Working Hours: 40 hours per week (Mon - Fri) U.S. Eastern Time (EST)

Salary Range: $1700 - $2000 USD per month (The final offer is at the clients discretion and depends on the candidates interview result skills and experience.)

Type of contract: Independent Contractor

Type of job: Remote

About the Role:

Were looking for a highly organized proactive Executive Administrative Coordinator to support multi-location franchise operations. This person will own core administrative workflows help keep communication moving across the business and ensure important operational tasks are completed accurately and on time.

This is a hands-on execution-focused role for someone who is comfortable working inside back-end systems managing email communication and keeping multiple stakeholders aligned.

Key Responsibilities:

• Manage and triage all incoming email communication across multiple franchise inboxes
• Draft review and send responses to approximately 90% of routine emails
• Forward escalated or location-specific items to the appropriate internal team member
• Work inside the franchise management system to support website content and program registration setup
• Send scheduled program communications and email updates when programs are in season
• Support HubSpot marketing email execution including scheduling and sending campaigns using established templates and lists
• Track onboarding requirements for new workers including:
  • Background check completion
  • Payroll/onboarding documentation status
  • Follow-up reminders and completion tracking
• Coordinate with internal leaders to ensure processes are completed accurately
• Maintain organization across multiple systems and recurring workflows

Qualifications & Skills:

• Strong organizational and follow-through skills
• Excellent written communication
• Comfortable working in administrative systems and CRMs
• Able to learn new software quickly
• Detail-oriented and dependable
• Prior experience in operations executive support coordination or administrative roles preferred
• Ability to manage repetitive workflows with accuracy

Preferred

• Experience with email inbox management
• Familiarity with CRM or marketing platforms like HubSpot
• Background in operations support admin coordination or virtual assistance
• Experience working with multiple stakeholders or franchise-style businesses

What Success Looks Like:

• Email inboxes are managed promptly and accurately
• Routine communication is handled without constant supervision
• Onboarding and background check tracking is consistently up to date
• Scheduled marketing communications go out on time
• Internal teams are informed when action is needed
• The role becomes a reliable operational support function across the business

Required Experience:

IC