Executive Operations Coordinator

Executive Operations Coordinator Executive Support + Project Coordination + ClickUp + Accountability Systems **Remote | Part-Time | 15–30 Hours/Week Initially** Are You Someone Who... ...naturally creates order from complexity? ...has a proven track record of helping busy executives become more organized, more strategic, and less overwhelmed? ...loves turning conversations, ideas, meetings, and loose ends into clear action plans, ownership, deadlines, and follow-through? ...is highly skilled with ClickUp, AI tools, project coordination, and operational systems? ...can keep projects moving forward without becoming pushy, political, or creating unnecessary friction? ...is energized by meaningful mission-driven work and wants to contribute to something larger than themselves? ...believes that good people often struggle not because they lack commitment, but because they lack the systems, visibility, and support needed to succeed? If that sounds like you, keep reading. --- Why This Work Matters This role is about much more than managing calendars and checking off tasks. You will be supporting REWA (Refugee Women's Alliance), a nonprofit organization that has spent decades serving immigrant, refugee, and culturally diverse communities throughout Washington State. REWA helps individuals and families build stability, access opportunities, develop skills, navigate complex systems, and create better futures for themselves and their children. The communities we serve face real challenges, especially in today's rapidly changing economic, social, and immigration environment. While this role is not client-facing, your work will directly support the people who are serving those communities every day. Every time you help a leader stay focused, improve follow-through, reduce confusion, clarify priorities, or create better systems, you help REWA serve more people more effectively. If you are excited by the idea of combining operational excellence with meaningful social impact, we would love to meet you. --- Who You Will Be Supporting A significant part of this role involves supporting REWA's Executive Director. Like many leaders of growing nonprofit organizations, she wears many hats and carries significant responsibility. She is deeply committed to the mission, the team, and the communities REWA serves. One unique aspect of this opportunity is that the Executive Director is actively working to improve delegation, executive support utilization, accountability systems, and organizational operating rhythms. You will not simply be stepping into a mature executive assistant structure. You will help build one. The right person will enjoy partnering with a thoughtful leader who is open to creating better systems, improving visibility, reducing overload, and building a more sustainable way of operating. Success will require curiosity, patience, initiative, and a willingness to create structure where structure does not yet exist. --- About the Role This is not a traditional Virtual Assistant position. This role sits at the intersection of: * Executive Assistant * Executive Operations Coordinator * Project Coordinator * Accountability Coordinator * ClickUp Administrator * Meeting Follow-Up Manager * Documentation & SOP Support You will work closely with: * REWA's Executive Director * Leadership team members * External strategic advisors * Accountability and project initiatives * Cross-functional stakeholders Your primary mission is to reduce executive overload, improve follow-through, maintain visibility, support accountability systems, and help ensure important work gets completed. --- What Success Looks Like Within the first 60–90 days: * Executive priorities are visible and organized. * ClickUp is actively maintained and supporting real work. * Action items are consistently captured and tracked. * Meeting follow-up becomes reliable. * Important initiatives move forward with less friction. * Leadership has better visibility into priorities and blockers. * Accountability systems are functioning. * The Executive Director has more capacity for strategic leadership. * Staff experience greater clarity and fewer dropped balls. * Important commitments no longer live only in people's heads. --- # Responsibilities ## Executive Support * Manage executive scheduling and calendar coordination * Protect focus time, strategic work time, and recovery time * Coordinate meetings and logistics * Help organize priorities and commitments * Prepare agendas and supporting materials * Support executive follow-through ### Important We are looking for someone who understands that managing an executive calendar is not simply scheduling meetings. It is helping manage energy, priorities, focus, and capacity. --- ## ClickUp Administration * Maintain ClickUp workspaces * Update tasks and statuses * Create and maintain dashboards * Support workflow management * Assist with automations * Improve adoption and usage * Maintain visibility into priorities and blockers * Help leadership teams stay organized --- ## Project Coordination * Track projects and deliverables * Coordinate across stakeholders * Follow up on commitments * Identify blockers * Escalate issues appropriately * Support accountability processes * Help ensure important initiatives remain visible --- ## Meeting Follow-Up * Review meeting transcripts and AI summaries * Extract action items * Capture decisions * Assign ownership * Track commitments * Update ClickUp * Maintain follow-up systems * Ensure important decisions do not disappear after meetings --- ## Accountability Support * Support weekly accountability and scrum-style meetings * Help maintain accountability trackers * Track blockers and dependencies * Monitor follow-through * Help ensure commitments remain visible * Support project momentum --- ## Documentation & SOP Development * Create process documentation * Build SOPs and checklists * Organize resources and knowledge * Convert conversations into usable systems * Help create repeatable workflows --- # Required Experience Applicants must have experience in ALL of the following: ### ClickUp You should be comfortable using ClickUp as a daily operating tool and able to maintain projects, dashboards, tasks, workflows, and reporting. ### AI Productivity Tools You should actively use tools such as: * ChatGPT * Claude * Copilot * Gemini * Fathom * Otter * Fireflies or similar tools to improve productivity, documentation, communication, and workflow management. ### Executive Support Experience supporting executives, founders, CEOs, Executive Directors, or senior leaders. ### Project Coordination Experience coordinating projects, tracking deliverables, following up on commitments, and managing multiple priorities. ### Task & Accountability Systems Experience maintaining task systems, tracking follow-through, and helping teams execute. ### Calendar Management Experience managing executive calendars, priorities, scheduling, and time protection. ### Remote Work Comfort working independently in a remote environment. ### Written Communication Strong written communication and documentation skills. --- # Strongly Preferred * Scrum or Agile experience * Scrum Master experience * Nonprofit experience * Microsoft Teams * Outlook * SOP development * Dashboard creation * Workflow automation * Operations coordination * Change management support * Founder support experience * Executive Director support experience * Experience working with culturally diverse teams --- # Ideal Candidate You are: * Highly organized * Detail-oriented * Emotionally steady * Calm under pressure * Technologically capable * Strong at follow-through * Comfortable with ambiguity * Proactive without being overbearing * Able to maintain confidentiality * Comfortable interacting with senior leaders * Curious and solutions-oriented You naturally ask: * Who owns this? * What is the next step? * What is blocking progress? * What needs follow-up? * How do we ensure this gets completed? --- # You Are Probably Not a Fit If * You need constant direction * You avoid follow-up conversations * You dislike project coordination * You struggle with technology * You are uncomfortable using AI tools * You become overwhelmed by ambiguity * You resist accountability systems * You prefer discussing ideas over implementing them * You struggle to organize large amounts of information * You wait for permission before solving obvious problems --- # APPLICATION QUESTIONS Please answer ALL questions. Applications that skip these questions will not be considered. ## 1. ClickUp Experience Rate yourself from 1–10. 1 = Never used ClickUp 10 = Expert who has built spaces, dashboards, automations, forms, templates, and reporting systems **Score:** ____ / 10 Describe your ClickUp experience: --- ## 2. AI Tool Proficiency Rate yourself from 1–10. 1 = Never use AI 10 = Use AI daily to improve productivity and workflows **Score:** ____ / 10 Describe how you use AI in your work: --- ## 3. Project Management Experience Rate yourself from 1–10. 1 = No project management experience 10 = Regularly coordinate multiple projects, stakeholders, deadlines, and deliverables **Score:** ____ / 10 Describe your experience: --- ## 4. Scrum / Agile Experience Rate yourself from 1–10. 1 = No experience 10 = Experienced Scrum Master, Agile Coordinator, or project facilitator **Score:** ____ / 10 Describe your experience: --- ## 5. Executive Support Experience Rate yourself from 1–10. 1 = No executive support experience 10 = Extensive experience supporting founders, CEOs, Executive Directors, or senior executives **Score:** ____ / 10 Describe your experience: --- ## 6. Calendar Management Rate yourself from 1–10. 1 = Basic scheduling 10 = Experienced at managing executive calendars, priorities, buffers, focus time, and energy management **Score:** ____ / 10 Describe your experience: --- ## 7. Accountability & Follow-Through Systems Rate yourself from 1–10. 1 = Mostly manage my own work 10 = Routinely manage task tracking, accountability systems, follow-up processes, and execution support for teams **Score:** ____ / 10 Describe your experience: --- ## 8. Working With Ambiguity Rate yourself from 1–10. 1 = Need highly structured instructions 10 = Comfortable creating structure from incomplete information **Score:** ____ / 10 Give an example: --- ## 9. Scenario Question Imagine you receive: * A leadership meeting transcript * 17 action items * 6 decisions * 3 unresolved blockers * 4 people waiting on follow-up Walk us through exactly what you would do over the next 24 hours. --- ## 10. Final Question What excites you most about this role, and why do you believe you would be successful in it? --- # Hours & Compensation * Initial engagement: 15–30 hours per week * Remote position * Potential for growth based on performance and organizational needs Please include: * Hourly rate * Weekly availability * Time zone * Resume or LinkedIn profile * Relevant examples of ClickUp work * Relevant examples of project coordination work * Relevant examples of executive support work We are looking for someone who wants to help build something meaningful while bringing greater clarity, accountability, and operational excellence to an organization making a real difference in people's lives.