Executive Operations Coordinator

Location: Remote 
Employment Type: Full-Time
Reports To: Founder / CEO

About the Founder & Businesses

We are seeking a highly capable Executive Operations Coordinator to work directly with a mission-driven founder leading multiple high-growth businesses focused on fitness, youth development, and operational excellence.

The founder leads organizations designed to create meaningful impact in peoples lives physically, mentally, and emotionally through high-performance environments and disciplined execution. The companies currently include:

F45 Herricks: A mature and profitable fitness studio focused on operational efficiency and increasing revenue per member.

KidStrong Long Island City: A rapidly scaling youth development programm focused on culture, team development, and operational excellence.

The founder operates at high intensity, moves quickly, and expects systems and people around him to accomplish three things:

• Save time

• Generate revenue

• Increase peace of mind

This role exists to increase the founders leverage, protect his time, and ensure operational follow-through across multiple priorities.

Role Overview

The Executive Operations Coordinator serves as the founders strategic operational partner and execution engine.

This is not a traditional administrative role. Instead, this role functions as a hybrid of:

• Executive operations coordinator

• project manager

• operational gatekeeper

• execution partner

You will help transform ideas, tasks, and priorities into structured systems, clear plans, and measurable outcomes.

Your success will be measured by how effectively you help the founder stay focused on the highest-impact work while ensuring everything else moves forward smoothly.

Core Responsibilities

Executive Operations Management

• Serve as the founders operational right hand and execution partner.

• Organize and prioritize competing business initiatives.

• Translate high-level ideas into structured tasks and workflows.

• Track key priorities and ensure timely completion.

Inbox & Communication Management

• Act as the primary gatekeeper for executive communications.

• Review, triage, and prioritize emails and messages.

• Respond where appropriate and escalate only critical items.

• Ensure important communications receive timely follow-up.

Calendar & Time Optimization

• Manage and strategically structure the founders calendar.

• Protect focus time and reduce low-value meetings.

• Coordinate scheduling across business priorities.

• Prepare meeting briefs and ensure follow-up actions are completed.

Reporting & Business Intelligence

• Build and maintain dashboards tracking key business metrics such as:

  • revenue

  • staffing performance

  • operational KPIs

• Ensure weekly reports are delivered and clearly interpreted for decision-making.

Administrative & Operational Coordination

• Manage scheduling logistics, operational tasks, and workflow coordination.

• Support internal team coordination across multiple businesses.

• Assist with staff scheduling and operational organization.

• Coordinate hiring logistics for entry-level roles (screening scheduling, summaries).

Project & Systems Management

• Build and improve operational systems that increase efficiency.

• Use tools such as project management platforms and spreadsheets to maintain visibility across initiatives.

• Identify inefficiencies and proactively recommend improvements.

First 60-Day Objectives

Within the first two months, the Executive Operations Coordinator should:

• Establish structured inbox management and communication filtering.

• Build an optimized calendar system protecting executive focus time.

• Implement dashboards for key metrics and reporting.

• Improve operational organization across administrative workflows.

The ultimate goal is to save the founder at least 10 hours per week while increasing execution quality across the organization.

Ideal Candidate Profile

Core Traits

The person who thrives in this role demonstrates:

• Extreme ownership — takes responsibility for outcomes, not just tasks

• High initiative — acts before being asked

• Attention to detail — precision in scheduling, communication, and data

• Emotional stability — calm under pressure and fast-paced environments

• Service mindset — takes pride in making systems and teams run smoothly

• Curiosity and strategic thinking — understands why, not just what

Working Style

You will excel if you:

• Anticipate problems before they arise

• Communicate clearly with solutions, not just issues

• Manage multiple priorities without losing focus

• Provide proactive progress updates

• Are comfortable pushing back respectfully when needed

Required Experience & Skills

Professional Experience

• Experience supporting senior leaders in roles such as:

  • Executive Assistant

  • Operations Manager

  • Project Coordinator

  • Chief of Staff support roles

• Experience working in fast-paced environments such as startups, founder-led companies, hospitality, or high-performance organizations.

Technical Skills

Strong proficiency in tools such as:

• Google Workspace (Docs, Sheets, Calendar, Drive)

• Project management platforms (Asana, ClickUp, or similar)

• Communication tools (Slack)

• HR and payroll systems (Gusto or similar)

• Spreadsheet analysis and reporting

Key Capabilities

• Strong organizational and prioritization skills

• Exceptional written communication

• Systems thinking and workflow design

• Ability to operate independently with minimal supervision

What This Role Is NOT

This role is not suitable for candidates who:

• Prefer purely administrative work

• Require constant direction or supervision

• Struggle with fast-paced environments

• Have difficulty receiving direct feedback

• Prefer discussing ideas more than executing them

What Success Looks Like

You will succeed in this role if you consistently:

• Protect the founders time and mental bandwidth

• Ensure priorities are executed without dropped details

• Build systems that reduce operational friction

• Improve alignment and clarity across teams

• Increase the founders effectiveness and focus

Your presence should make the organization more structured, more focused, and more productive.

Why Join

This is an opportunity to work directly with a high-performing founder building businesses that impact lives. The right candidate will gain exposure to:

• Business operations

• scaling companies

• strategic leadership

• system design and execution

You'll play a key role in helping multiple organizations operate at a higher level.

If you thrive in high standards, structured execution, and meaningful impact, this role offers the opportunity to become an essential partner in a growing entrepreneurial ecosystem