Executive Operations Coordinator

Vertu Agent; Metro Manila; On-site; PHP 812,000 - 973,000; Full time

Benefits offered by this job

Vacation days

Sick days

US holidays

Job summary

Vertu Agent is seeking a proactive Operations Coordinator to own day-to-day operations and partner closely with the founder. You’ll manage projects, keep processes moving, and ensure nothing falls through the cracks in a distributed team environment.

This is not an entry-level admin role: you’ll drive initiative, handle paperwork and compliance with external institutions, and support strategic conversations with leadership and US clients.

Qualifications

• 2–5 years of experience in operations, executive support, coordination, or admin roles.
• Proactive, self-motivated, and able to follow through without reminders.
• Comfort with paperwork, documentation, and compliance processes.
• Strong attention to detail and multi-tasking across stakeholders.
• Tech-savvy with ability to learn new tools quickly.
• Excellent English communication skills (C1/C2).
• Experience working with US-based companies is a plus.

Responsibilities

• Own the master to-do list and ensure tasks are completed without reminders.
• Track paperwork and compliance requirements with external institutions.
• Provide strategic support to the founder for project status and client opportunities.
• Coordinate social media posting from pre-produced content.
• Manage digital workspace and keep drives organized, troubleshooting when needed.

Skills

Executive support

Project coordination

Problem solving

Attention to detail

English fluency

US company experience

Job description

Job Description

About Us

At Vertu Agent, we are a high-performance, client-focused firm operating across several industries. We combine innovation, professionalism, and collaboration to deliver exceptional service. Our teams are empowered with the resources, training, and autonomy to exceed client expectations while growing professionally.

Our Culture

We prioritize excellence, accountability, and continuous learning. Our environment is collaborative yet results-driven, celebrating initiative, problem-solving, and high-impact contributions. Top performers are recognized, mentored, and given opportunities to take on leadership responsibilities.

About the role

We're looking for a proactive, detail-oriented Operations Coordinator to serve as the right hand to our founder/executive. This isn't a traditional entry-level admin role — we need someone who can own the day-to-day operations, keep projects moving without being chased, and act as a trusted partner in strategic conversations.

You’ll report directly to and work primarily with the founder — not clients or external partners — and will work closely with a small, distributed team. You’ll be the person who makes sure nothing falls through the cracks.

Key Responsibilities

• Project & Task Management: Own the master to-do list, track outstanding items, and follow up relentlessly until things are actually done — without needing reminders. This is the core of the role: acting as an "ops boss" who keeps things moving, not just executing assigned tasks.
• Documentation & Process Follow-Up: Track and follow up persistently on paperwork and compliance requirements tied to external institutions (e.g., financial services providers, payment systems) — even when processes are slow, bureaucratic, or stall for weeks at a time. This is internal tracking and follow-through, not client-facing negotiation.
• Strategic Support: Have informed, thoughtful conversations with the founder about project status, prospective clients, and help prepare presentation decks for key meetings.
• Social Media Coordination: Take pre-produced content (articles, videos, podcast clips) and manage the weekly posting schedule across platforms — content is already developed, this is about consistent execution.
• Digital Workspace Management: Keep shared drives (Box, Google Drive, etc.) organized and troubleshoot basic technical issues — or know exactly who to contact when you can’t solve it yourself.

Requirements

• 2–5 years of experience in an operations, executive support, coordination, or client-facing administrative role.
• Demonstrated ability to work independently and take initiative — you spot problems and follow up before being told to.
• Comfort navigating paperwork, documentation, and compliance-heavy processes (banking, financial services, insurance, or similar regulated industries is a plus, but not required — what matters most is persistence in following through on slow-moving external processes).
• Strong attention to detail, especially when dealing with paperwork or administrative processes.
• Comfortable managing multiple priorities and following up across different stakeholders without dropping the ball.
• Tech-comfortable: able to pick up new tools quickly and troubleshoot minor issues independently.
• Excellent English skills (C1/C2).
• Experience working with US companies

Compensation

$1,300 per month

Benefits

• 10 days off per year
• 3 sick days per year
• 6 US Federal Holidays