ScaleArmy is hiring for an executive operations coordinator job that combines operations support, process management, documentation, purchasing coordination, shipping tracking, and AI-assisted productivity.
The fully remote opportunity is open to candidates based in Africa, LATAM, and Eastern Europe. Since the role supports U.S.-based clients, applicants must be available to work during U.S. business hours aligned with the client’s time zone.
The advertised compensation is $1,200–$1,600 per month, with final compensation determined based on experience and location.
Position Details
| Job Information | Details |
|---|---|
| Position | Executive Operations Coordinator |
| Company | ScaleArmy |
| Job Type | Full-Time |
| Work Arrangement | Fully Remote |
| Eligible Regions | Africa, LATAM, and Eastern Europe |
| Working Hours | 9:00 AM–5:00 PM EST |
| Department | Customer & Admin Support |
| Compensation | $1,200–$1,600 per month |
| Experience Required | 3+ years |
| Application Process | Application form + skills video |
About the Executive Operations Coordinator Job
This executive operations coordinator job is designed for an organized professional who can keep multiple operational processes moving while maintaining accurate records and following established procedures.
The position supports a growing consumer business whose day-to-day operations involve areas such as purchasing, production, shipping, documentation, and task management.
Rather than requiring specialized manufacturing experience, ScaleArmy is looking for someone who can manage detailed workflows, follow SOPs, maintain centralized information, and proactively follow up on outstanding tasks.
The role also has an interesting AI component. The successful candidate will use tools such as Claude to improve productivity, organize information, create summaries, and assist with routine operational tasks.
This is not an AI engineering position. Instead, it requires practical knowledge of how to give AI tools useful instructions, provide context, work with reference documents, and verify the resulting output.
What Does This Executive Operations Coordinator Job Involve?
Process and Task Management
The Executive Operations Coordinator will be responsible for executing established standard operating procedures and ensuring recurring processes are completed accurately and on time.
The role involves tracking multiple processes across different timelines, stakeholders, and deadlines.
You’ll also need to keep track of:
- Outstanding questions
- Follow-up items
- Dependencies
- Deadlines
- Next steps
- Incomplete tasks
Proactive follow-up is an important part of the position. The goal is to make sure important tasks don’t get lost simply because several people or departments are involved.
The company also expects the coordinator to use ClickUp or a similar task management platform to organize ongoing work.
Purchase Order, Production and Shipping Support
The position involves supporting operational activities connected to purchasing, production, and shipping.
Responsibilities include tracking purchase orders, monitoring factory production updates, organizing shipping schedules, and maintaining records related to each stage of the process.
The coordinator will also help move information between purchasing, production, and shipping activities.
If delays or missing information arise, the employee will be expected to identify the issue and escalate it when leadership attention is required.
Importantly, previous manufacturing experience is not required. The listing emphasizes the ability to learn and follow established processes.
Documentation and Information Management
Accurate documentation is a major part of this operations role.
The successful candidate will maintain reference sheets, trackers, operational documents, notes, status updates, and records of outstanding questions.
Information received through emails and other communication channels may need to be transferred into the appropriate centralized documents or systems.
This means attention to detail matters. Operational information needs to remain current, structured, and easy for other team members to understand.
AI-Assisted Productivity
One of the more distinctive parts of this executive operations coordinator job is the expectation that the successful candidate will regularly use AI tools.
ScaleArmy specifically mentions Claude or similar AI tools.
The role involves using AI to support practical business tasks rather than building AI systems.
For example, the coordinator may use AI to:
- Turn information into structured summaries.
- Create action items from unstructured information.
- Organize operational information.
- Assist with research.
- Draft documents.
- Convert information into ClickUp tasks.
- Reduce repetitive administrative work.
However, candidates are expected to review AI-generated outputs rather than automatically accepting them as accurate.
The ability to improve prompts, provide additional context, and use reference documents effectively is therefore an important part of the role.
Administrative and Operational Support
The Executive Operations Coordinator will also support leadership with ongoing administrative and operational priorities.
This may involve preparing updates, briefs, and reports, organizing information, identifying missing details, and following up with the appropriate stakeholders.
The successful candidate should be able to manage several priorities simultaneously while maintaining accuracy.
Routine operational issues should be handled independently, while questions requiring leadership input should be escalated appropriately.
Experience Required
ScaleArmy is looking for candidates with 3+ years of experience in operations, administrative support, virtual assistance, project coordination, or a similar position involving detailed process and task management.
Relevant experience may include:
- Operations coordination
- Administrative support
- Virtual assistance
- Project coordination
- Purchasing support
- E-commerce operations
- Shipping coordination
- Production coordination
- Process administration
Experience with purchasing, production, shipping, or e-commerce workflows is considered a plus but is not required.
The company also emphasizes the importance of a stable work history and interest in a long-term opportunity.
Skills and Qualifications
Candidates should be highly organized and comfortable managing multiple timelines and outstanding tasks.
Important skills include:
- Strong attention to detail.
- Ability to follow SOPs accurately.
- Independent task management.
- Strong organizational skills.
- AI prompting and practical AI use.
- ClickUp or similar task management experience.
- Google Workspace.
- Spreadsheet and document management.
- Operational documentation.
- Problem-solving.
- Clear written communication.
- Ability to work with minimal supervision.
Working knowledge of Canva for basic content or document tasks is also listed.
Familiarity with Shopify, Klaviyo, Photoshop, or basic photo-editing tools can be an additional advantage.
What Success Looks Like
The successful candidate should be able to execute established processes consistently while keeping operational information accurate and current.
Purchase orders, production updates, shipping schedules, and related information should remain organized.
Outstanding questions and follow-ups should be tracked through completion rather than left unresolved.
Leadership should be able to rely on the coordinator’s records without repeatedly asking for basic updates.
Another important measure of success is effective AI use. The company wants AI to improve productivity without reducing the accuracy or quality of the work.
The coordinator is also expected to work autonomously and demonstrate strong attention to detail in documentation, trackers, reports, and operational updates.
Where Is This Executive Operations Coordinator Job Based?
The position is fully remote and is open to candidates based in:
- Africa
- LATAM
- Eastern Europe
However, candidates must be able to work during U.S. business hours aligned with the client’s time zone.
The listed schedule is 9:00 AM–5:00 PM EST.
Applicants should therefore confirm that they can consistently accommodate these hours before applying.
Salary and Compensation
The advertised compensation is $1,200–$1,600 per month.
ScaleArmy states that final compensation is determined based on experience and location.
The advertised range should therefore be treated as the stated compensation range rather than a guarantee that every successful applicant will receive the same amount.
How to Apply
The application process for this executive operations coordinator job requires candidates to complete two steps:
- Fill in the application form.
- Record a video showcasing their skills.
The video is an opportunity to demonstrate relevant experience in operations, administration, organization, communication, and AI-assisted productivity.
Apply here: ScaleArmy Executive Operations Coordinator Job
Frequently Asked Questions
Is the Executive Operations Coordinator job remote?
Yes. The position is fully remote and open to candidates based in Africa, LATAM, and Eastern Europe.
How much does the position pay?
The advertised compensation is $1,200–$1,600 per month, with final compensation based on experience and location.
How much experience is required?
The company requests 3+ years of experience in operations, administrative support, virtual assistance, project coordination, or a similar field.
Do I need manufacturing experience?
No. Previous manufacturing experience is listed as a plus rather than a requirement. The company says candidates should be able to learn and follow established manufacturing and operational processes.
What AI skills are required?
Candidates should have intermediate proficiency with AI tools such as Claude or similar LLMs, including effective prompting, working with reference documents, and using AI to improve everyday workflows.
What task management software is used?
The listing specifically mentions ClickUp or a comparable task management platform.
Can candidates in Africa apply?
Yes. Africa is specifically listed as one of the eligible regions.
What are the working hours?
The listed schedule is 9:00 AM–5:00 PM EST, supporting U.S.-based clients.
Is a video required during the application?
Yes. Applicants are required to complete the application form and record a video showcasing their skills.
What to Highlight on Your Application
Candidates applying for this position should focus on demonstrating their ability to manage detailed operational workflows independently.
Useful experience to highlight includes:
- Managing recurring business processes.
- Following SOPs.
- Maintaining operational trackers.
- Managing multiple deadlines.
- Purchase order or procurement support.
- Production or shipping coordination.
- E-commerce operations.
- ClickUp or similar task management tools.
- Google Workspace and spreadsheets.
- Creating operational documentation.
- Using Claude, ChatGPT, or other AI tools.
- Writing effective AI prompts.
- Reviewing and verifying AI-generated information.
- Identifying missing information and following up.
- Working independently in a remote environment.
If you have used AI to reduce repetitive administrative work, give a specific example. The employer is looking for practical AI use rather than technical AI development.
Final Thoughts
This executive operations coordinator job offers a fully remote opportunity for an experienced operations or administrative professional who enjoys organizing complex workflows and making sure important details don’t get overlooked.
The position pays $1,200–$1,600 per month and is open to candidates in Africa, LATAM, and Eastern Europe. Applicants must, however, be comfortable working 9:00 AM–5:00 PM EST.
The role stands out for its emphasis on practical AI use. Candidates aren’t expected to be AI developers; instead, they need to know how to use tools such as Claude to organize information, complete administrative tasks, create useful outputs, and improve productivity while still checking the accuracy of AI-generated work.
With responsibilities spanning purchasing, production, shipping, documentation, task management, and administrative support, this is a role where strong organization and consistent follow-through are central to the job.
Job Safety Reminder: Never pay anyone to secure a job for you. Be cautious of anyone requesting money, cryptocurrency, gift cards, or sensitive financial information as part of a recruitment process.
