Executive Operations & Project Coordinator

Private Advertiser; Santa Rosa; Hybrid; PHP 335,000 - 670,000; Full time

Job summary

Private Advertiser is seeking an exceptionally organized Executive Operations & Project Coordinator to work directly with a founder across healthcare, technology, consumer products, sports, and other ventures. This role focuses on turning ideas into organized action, tracking deadlines, and ensuring ongoing projects move toward completion.

Initially, you will learn the businesses and build judgment to expand responsibilities, from organizing and following up to independently handling routine

Qualifications

• 1-3 years of relevant professional experience in project coordination, operations, or startup environment.
• Exceptional organizational skills and attention to detail.
• Experience working with executives and cross-functional teams.

Responsibilities

• Maintain a master tracker of projects, deadlines, and action items.
• Turn meetings and discussions into organized action items.
• Identify responsible persons and track deliverables to completion.
• Break larger projects into tasks, milestones, dependencies, and timelines.
• Coordinate handoffs between employees, consultants, developers, designers, suppliers, manufacturers, agencies, and partners.
• Proactively identify delays, bottlenecks, and upcoming deadlines.
• Close the loop after decisions are made and avoid leaving implementation to the executive.
• Follow up on outstanding deliverables without repeated reminders.
• Attend select meetings and prepare concise notes, decisions, and action items.
• Gather information for executive decision-making.
• Create simple trackers and templates to improve processes.

Skills

Project coordination

Operations

Executive support

Documentation

Meeting notes

English proficiency

Tools

Google Workspace

Microsoft Office

Project management tools

Job description

Full-Time | Hybrid (mostly remote with occasional onsite events) | Multiple Business Ventures

About the Role

We are looking for an exceptionally organized, proactive, and resourceful Executive Operations & Project Coordinator to work directly with a founder managing several growing businesses and projects across healthcare, technology, consumer products, sports, and other ventures.

This is not a traditional secretarial or purely administrative role.

Your job is to help turn ideas, discussions, meetings, and ongoing projects into organized action – making sure responsibilities are clear, deadlines are tracked, people are followed up, information is organized, and important tasks continue moving toward completion.

Initially, you will work closely with the executive to learn the businesses, people, priorities, and working style. As you demonstrate good judgment, the role will progressively grow from organizing and following up -> coordinating projects -> managing recurring workflows -> preparing matters for executive decision -> independently handling routine operational matters.

The long-term goal is for you to become a trusted member of the Executive Office who helps ensure that projects keep moving without requiring the executive to personally remember, coordinate, and follow up on everything.

What You Will Work On

You will support multiple businesses and projects, which currently include:

• Healthcare - development and operations planning for healthcare facilities and related ventures

• Technology - development, testing, launch, and growth of a sports technology/mobile application

• Consumer Healthcare & Beauty - product development, manufacturing, marketing coordination, and operations for a science-led skincare brand

• Sports - sports products, events, partnerships, and related business activities

• Corporate Projects - presentations, meetings, documentation, suppliers, consultants, and other business initiatives

• Other new ventures and special projects as they develop

You are not expected to be an expert in all these industries.

Your role is to organize, coordinate, follow up, document, and keep projects moving while working with the appropriate specialists.

Key Responsibilities

Project & Task Coordination

• Maintain a master tracker of projects, deadlines, action items, pending decisions, and deliverables

• Turn meetings, messages, discussions, and executive instructions into organized action items

• Identify responsible persons and track deliverables through completion

• Help break larger projects into tasks, milestones, dependencies, and timelines

• Coordinate handoffs between employees, consultants, developers, designers, suppliers, manufacturers, agencies, contractors, and other partners

• Proactively identify delays, missing information, bottlenecks, and upcoming deadlines

• Maintain project status updates and decision logs

Follow-Up & Execution

• Follow up on outstanding deliverables without requiring repeated instructions

• Request documents, quotations, revisions, reports, schedules, and other information

• Make sure decisions and instructions are communicated to the appropriate people

• Track unresolved matters until they are completed or require escalation

• Close the loop after decisions are made rather than leaving implementation with the executive

Executive Support

• Help organize priorities, meetings, deadlines, and follow-ups

• Schedule and coordinate meetings when needed

• Attend selected meetings and prepare concise notes, decisions, and action items

• Capture ideas and tasks communicated through meetings, messages, or voice notes and organize them appropriately

• Gather information and documents needed for executive decisions

• Help distinguish matters requiring executive attention from those that can be handled operationally

Decision Preparation

As you develop in the role, you will increasingly be expected to:

• Gather relevant information before bringing an issue to management

• Clarify available options

• Identify deadlines and consequences of delay

• Present issues in a concise, decision-ready format

• Recommend practical next steps when appropriate

• Execute and follow through once a decision has been made

Systems & Process Improvement

• Create and maintain simple trackers, checklists, templates, and workflows

• Establish systems for recurring activities and project reviews

• Improve organization of information and project documentation

• Identify tasks that can be standardized, delegated, streamlined, or automated

• Help reduce unnecessary executive involvement in routine work

How the Role Will Grow

We do not expect you to independently manage multiple businesses on Day 1.

The role is deliberately designed to grow with you.

Initially:
Learn the businesses, organize information, capture tasks, maintain trackers, document meetings, and follow up on assigned items.

As you gain familiarity:
Independently manage routine follow-ups, coordinate deliverables, build timelines, and manage handoffs between different people.

As you demonstrate good judgment:
Take ownership of recurring workflows, anticipate deadlines and bottlenecks, prepare recommendations, and determine which matters genuinely require executive attention.

The right candidate will have the opportunity to grow from Executive Operations & Project Coordinator -> Executive Operations Lead, with increasing autonomy and responsibility.

What This Role Is NOT

You will not be expected to personally perform specialist work such as:

• Graphic design

• Software development

• Accounting

• Engineering or architectural work

• Legal analysis

• Medical or scientific decision-making

Instead, you may be responsible for coordinating with the specialists performing these functions and ensuring their deliverables move forward.

Strategic, major financial, clinical/scientific, legal, and high-level business decisions remain with management and the appropriate professionals.

Who We're Looking For

We are looking for someone with approximately 1-3 years of relevant professional experience in areas such as:

• Project coordination

• Operations

• Executive support

• Business administration

• Startup operations

• Project management support

• Management trainee programs

Exceptional fresh graduates with strong internships, organizational leadership, or demonstrated project-management experience may also be considered.

You May Be a Great Fit If You:

• Are exceptionally organized

• Naturally keep track of details, deadlines, and unfinished tasks

• Follow up without needing to be reminded

• Can manage multiple projects without losing track of priorities

• Are comfortable working directly with an executive

• Can turn an unstructured conversation or voice note into a clear action list

• Ask good questions when instructions are incomplete

• Are comfortable communicating professionally with senior people, suppliers, consultants, and business partners

• Can recognize when something needs to be escalated

• Are comfortable saying, "I can take this on, but it may affect the deadline for X. Which should take priority?"

• Enjoy solving practical problems

• Learn unfamiliar industries quickly

• Are comfortable in a fast-moving entrepreneurial environment where priorities can change

• Have excellent written and spoken English

• Can handle confidential business information with discretion

• Are comfortable working independently in a remote environment

Preferred Skills

• Strong Google Workspace and/or Microsoft Office skills

• Good spreadsheet skills

• Experience using project-management or task-management tools

• Strong business writing and professional communication

• Ability to prepare clear trackers, meeting summaries, reports, and presentations

• Comfortable learning new software and digital tools

• Familiarity with AI productivity tools such as ChatGPT or Gemini is an advantage

• Strong online research and information-gathering skills

Specific software can be taught.

Organization, initiative, judgment, accountability, communication, and follow-through are more important to us.

The Person We're Hoping to Find

We are not looking for someone who simply waits for a daily list of instructions.

We want someone who can gradually learn to hear:

"We need to be ready for this launch next month."

...and think:

"What needs to happen? Who needs to do it? When does each part need to be finished? What could delay us? And what decisions do I need from management?"

At the same time, we do not expect this level of independence immediately. You will be given time to understand the businesses, learn how decisions are made, and gradually take on greater ownership.

This role is ideal for an ambitious early-career professional who wants exposure to entrepreneurship, healthcare, technology, product development, operations, and business management and wants to develop into a high-trust operations role rather than remain in a purely administrative position.

What You Can Expect

• Direct exposure to the development and operation of multiple businesses

• Close mentorship and direct interaction with the founder/executive

• Significant learning opportunities across several industries

• Increasing autonomy as you demonstrate capability and judgment

• Opportunity to help build systems and processes from the ground up

• Exposure to real business launches, product development, technology projects, healthcare development, and operations

• Clear potential to progress into an Executive Operations Lead role