Executive Assistant / Executive Operations Coordinator

Executive Assistant / Executive Operations Coordinator Di Rezze Family Office Role Title Executive Operations Coordinator Also Known As Executive Assistant / Chief of Staff Support Entity Scope Di Rezze Family Office Location Remote ( Philippines-based preferred) Schedule Night shift aligned to Eastern Time (EST/EDT) Monday – Friday / 9:00 AM to 6:00 PM Engagement Type Independent Contractor (Full-Time Availability Required) THE ROLE This is not a title role. It is an execution role. The Executive Operations Coordinator functions as the operational backbone of the Principal and senior leadership. The day-to-day reality is hands-on: managing calendars, coordinating tasks, processing information, drafting correspondence, and ensuring nothing falls through the cracks. At the same time, the right person brings genuine critical thinking to the role; they anticipate needs, identify gaps, and build systems without being asked. What we have consistently found is that candidates with impressive backgrounds underperform on the fundamentals. We do not want someone who tolerates calendar management and administrative work, we want someone who takes pride in doing it exceptionally well, while also being sharp enough to think several steps ahead. If you need to be managed, reminded, or motivated to do the foundational work — this role is not the right fit. If you find deep satisfaction in keeping a complex operation running without friction, we want to hear from you. CORE RESPONSIBILITIES Executive & Calendar Management Own and manage the Principal's calendar across time zones with full autonomy scheduling, rescheduling, and protecting time based on shifting priorities Coordinate and prepare agendas for internal and external meetings; ensure all parties are informed and ready Track action items from meetings and follow up independently to ensure completion Anticipate scheduling conflicts before they occur and resolve them without prompting Communications & Correspondence Serve as first point of contact for inbound communications, triage, filter, and surface only what requires the Principal's attention Draft, review, and send professional correspondence on behalf of executives with minimal revision required Communicate clearly and confidently with internal team members, external stakeholders, vendors, and service providers Document & Information Management Prepare, format, and organize reports, presentations, documents, and briefing materials to a high standard of accuracy Maintain organized digital filing systems, information must be easy to find and always current Review all documents for errors, inconsistencies, and completeness before they reach the Principal Travel & Logistics Coordination Plan and coordinate domestic and international travel, flights, accommodations, ground transportation, visas, and detailed itineraries Anticipate travel-related issues and prepare contingency options proactively Manage expense tracking and reconciliation tied to travel and business operations Project & Operations Support Support special projects, research assignments, and operational initiatives from start to finish with minimal direction Build and maintain task tracking systems, workflows, and SOPs to improve operational efficiency across entities Identify gaps and inefficiencies proactively, propose solutions without waiting to be asked Liaise with vendors, consultants, and service providers; hold them accountable to deliverables Confidentiality & Discretion Handle all sensitive business, financial, and personal information with the highest level of professionalism Exercise sound judgment on what to share, what to escalate, and what to resolve independently QUALIFICATIONS Required 4+ years of experience as an Executive Assistant or equivalent operational support role for C-suite or senior-level principals Demonstrated experience managing complex calendars across multiple time zones, not occasional, not theoretical Proven ability to work autonomously and make sound decisions without constant direction Exceptional written and verbal English communication skills Strong command of Google Workspace, Microsoft Office, and project management tools (Notion, Monday.com , Asana, or equivalent) Experience coordinating domestic and international travel logistics Availability to work a night shift schedule aligned to Eastern Time (EST/EDT) Reliable high-speed internet and a professional remote work setup Strongly Preferred Experience supporting principals based in the U.S. or working across U.S. business hours Familiarity with basic financial tracking, invoicing, or expense management Background conducting research and synthesizing information into clear briefs or summaries Experience in a remote, fast-paced, or startup/family office environment Exposure to HR operations, onboarding administration, or payroll support functions CORE COMPETENCIES: NON-NEGOTIABLE Credentials matter less than how you actually work. The following competencies are evaluated at every stage of the hiring process. Critical Thinking You analyze situations and solve problems independently before escalating. You ask one specific question, not five vague ones. Proactiveness You see what needs to be done and do it before being asked. You do not wait for the to-do list to be written for you. Practical Judgment You apply real-world common sense in every situation big and small. Instructions do not need to anticipate every scenario. Attention to Detail Errors are caught by you, not by others. You proofread, double-check, and notice what most people miss. Adaptability You pivot quickly when priorities shift without losing composure or output quality. Ownership Mentality You treat every responsibility as your own not as a task handed to you. Completion is the baseline, not the ceiling. Execution Discipline You do the foundational work calendar management, task tracking, follow-ups with the same care you bring to high-visibility projects. Flexibility When the Principal needs availability outside standard hours, your instinct is to respond. You plan for variability as a permanent feature of this role. WHAT DOES NOT WORK IN THIS ROLE The following are disqualifying in practice, regardless of resume credentials. We have seen these patterns enough times to name them explicitly. Difficulty with high-volume, repetitive coordination tasks calendar management, task tracking, follow-up loops Resistance to or complaints about the scope of operational and administrative work once onboarded Inability or unwillingness to adapt schedule when the Principal requires availability outside standard hours Poor follow-through: tasks started but not closed, communications sent without confirmation of receipt Treating administrative work as entry-level inconvenience rather than a core professional responsibility Requiring frequent check-ins, reminders, or re-explanation of instructions to execute SCHEDULE & AVAILABILITY Primary Shift Night shift, aligned to Eastern Standard/Daylight Time Approximate Hours 9:00 PM – 6:00 AM PHT (subject to Principal schedule) Flexibility Required Yes, availability outside core hours expected during high-priority periods Response Standard Urgent messages from Principal addressed within 15 minutes during active hours Leave Notice Minimum 2 weeks advance notice required for any planned absence (No work- No Pay Arrangement) Engagement Type Independent Contractor - Monday through Friday, consistent availability SYSTEMS & TOOLS Proficiency with the following tools is expected. DFO-specific workflows and platforms will be covered during structured onboarding. Communication & Scheduling • Google Workspace, Gmail, Calendar, Drive, Docs • Slack, primary internal communication • Zoom / Google Meet HR & Payroll Operations • Clock-in/clock-out system (DFO-designated) • Onboarding checklists and documentation workflows • Payroll tracking and timesheet coordination Project & Task Management • Notion, organizational documentation hub • Monday.com , project and task tracking • Google Sheets, trackers and reporting Preferred Familiarity • Microsoft Office, Word, Excel, PowerPoint • DocuSign or equivalent e-signature tool • Basic PDF editing and document formatting