Operations Assistant Coordinator

Operations Coordinator Location: Remote Employment Type: Full-Time Compensation: $7.00–$9.00/hour Reports To: Chief Operating Officer Shift: 9:00am to 5:00pm CT About Performance AI Performance AI helps organizations transform the way they operate through AI-powered solutions that improve efficiency, automate workflows, and drive measurable business outcomes. We partner with healthcare organizations, enterprise clients, and high-growth businesses to design, implement, and scale AI solutions. We're looking for a highly organized and proactive Operations Coordinator to support our leadership team by coordinating projects, maintaining documentation, tracking operational activities, and ensuring nothing falls through the cracks. Position Overview The Operations Coordinator provides operational and administrative support to the Operations Team by coordinating projects, maintaining documentation, tracking action items, and creating visibility across ongoing initiatives. This role enables leadership to focus on strategic priorities by ensuring day-to-day operations remain organized and on track. Key Responsibilities Executive & Operations Support Coordinate calendars, meetings, and scheduling. Prepare meeting agendas and capture meeting notes. Track action items, deadlines, and follow-ups. Proactively communicate progress, updates, and potential blockers. Assist with internal communications and meeting coordination. Project Coordination Maintain project tracking using company-approved project management tools. Coordinate cross-functional follow-ups to keep projects on schedule. Escalate risks or delays when appropriate. Documentation & Knowledge Management Organize and maintain Google Drive documentation and shared resources. Prepare presentations, reports, and operational documents. Assist in creating and maintaining SOPs and internal documentation. Sales & Administrative Support Maintain accurate HubSpot CRM records. Assist with preparing customer-facing documents, presentations, and supporting materials. Support administrative activities related to the sales process. Organize customer documentation and shared folders. Required Qualifications 2–4 years of experience in operations coordination, executive assistance, project coordination, or administrative support. Excellent written and verbal English communication skills. Strong organizational, time management, and multitasking skills. Experience using project management platforms. Proficiency in Google Workspace (Gmail, Docs, Sheets, Slides, Drive, Calendar). Proficiency in Microsoft Office (Word, Excel, PowerPoint). Experience with HubSpot CRM or similar customer relationship management platforms. Comfortable using AI tools such as ChatGPT, Gemini, Claude, or similar platforms to improve productivity and documentation. Experience using Canva or similar tools to create and format professional documents and presentations. Basic photo editing skills using Canva, Photoshop, Figma, or similar design tools. Basic video editing skills using Canva, CapCut, Premiere Pro, or similar video editing software. Preferred Qualifications Experience working in a startup or high-growth environment. Experience supporting multiple executives simultaneously. Experience coordinating cross-functional projects. Familiarity with process documentation and knowledge management. What We're Looking For At Performance AI, we believe technical skills can be developed, but character is what drives long-term success. We're looking for people who not only have the right experience, but also bring the mindset, professionalism, and ownership needed to thrive in a fast-paced, high-growth environment. The ideal candidate is someone who: Takes ownership of their work and follows through on commitments. Proactively provides periodic status updates without being asked, ensuring leadership always has visibility into progress, priorities, and potential blockers. Is proactive, resourceful, and thinks one step ahead. Communicates clearly, professionally, and respectfully. Has exceptional attention to detail and consistently produces high-quality work. Handles confidential information with professionalism and discretion. Adapts quickly to changing priorities while remaining organized and dependable. Welcomes feedback and continuously looks for ways to improve. Uses AI tools to improve productivity while maintaining sound judgment and critical thinking. Contributes positively to the team through collaboration, accountability, and integrity. Success Measures Success in this role is measured by: Leadership has clear visibility into project progress and priorities. Projects and action items are completed on time. Documentation remains organized, accurate, and easy to locate. Leadership spends less time on administrative coordination and more time on strategic initiatives. Why Join Performance AI? At Performance AI, you'll play a critical role in supporting the systems, people, and processes that keep a growing AI company running efficiently. You'll work directly with executive leadership, contribute to meaningful operational improvements, and help build scalable processes that support long-term growth. Please send your updated CV when you submit a proposal.