Executive Administrative & Operations Coordinator

Job summary

Translate executive instructions and voice notes into clear task descriptions, coordinate remote contractors, and manage project timelines, budgets, milestones, and deliverables. Maintain project records, review work for accuracy, organize executive schedules and follow-ups, develop repeatable workflows, and provide regular progress reports.

Job details

Executive Administrative & Operations Coordinator | AI & Project Management Company: Soteldo Psychotherapy Professional Corporation Location: Remote Compensation: $30 CAD/hour Schedule: Monday–Friday, 9:00–11:00 a.m. Eastern Time Hours: 10 hours per week | Part-Time Company Description Soteldo Psychotherapy Professional Corporation is an Ontario-based psychotherapy and professional training organization providing clinical services, professional education, supervision, and consulting. We are seeking an experienced Executive Administrative & Operations Coordinator to support the CEO and Clinical Director in managing administrative operations, independent contractors, and multiple business projects. Role Description This position is designed for a highly independent professional who can receive executive instructions, use AI tools to organize information, coordinate contractors, and ensure projects are delivered accurately and on schedule. The successful candidate must be proactive, resourceful, organized, and capable of completing assignments without repeated instructions or constant supervision. Key Responsibilities * Convert executive instructions and voice notes into concise, one-page task descriptions. * Coordinate remote contractors working on fixed-price assignments. * Manage project timelines, budgets, milestones, and deliverables. * Monitor contractor acceptance of assignments within 24 hours. * Maintain centralized project trackers and contractor records. * Review completed assignments for accuracy and completeness. * Coordinate a biweekly workflow of project execution and review. * Organize executive schedules, meetings, documents, and follow-ups. * Use ChatGPT, Claude, and AI tools to improve administrative efficiency. * Develop standard operating procedures and repeatable workflows. * Provide concise daily updates and weekly executive reports. * Independently identify and resolve routine operational problems. Mandatory Qualifications * Minimum 5 years of relevant experience in executive administration, operations, or project coordination. * Project Management coursework or training required. PMP certification is NOT necessary. Applicants must identify the course taken and the institution or training provider. * Advanced proficiency with ChatGPT and Claude is mandatory. * Demonstrated experience coordinating remote contractors and multiple assignments. * Excellent written and verbal English communication. * Strong organizational, analytical, and problem-solving skills. * Ability to work independently with minimal supervision. * Professionalism, accountability, discretion, and confidentiality. * Two verifiable professional references. Mandatory Availability & Work Expectations Monday–Friday, 9:00–11:00 a.m. Eastern Time. These two hours must be dedicated exclusively to this position. Candidates must: * Be available for the full two-hour daily schedule. * Not simultaneously perform work for another employer or client during these hours. * Complete start-of-shift work verification. * Remain responsive during scheduled working hours. * Maintain accurate task and progress records. * Complete an end-of-shift report. * Log out of all authorized company platforms and complete required security verification before ending the shift. * Follow strict confidentiality and data-access procedures. Work for other clients outside these scheduled hours is permitted. Recruitment Process Shortlisted applicants will participate in a structured interview, reference checks, and a paid practical assessment involving AI-assisted project coordination and administrative task management. Application Requirements Please submit: 1. Resume demonstrating at least five years of relevant experience. 2. Project Management course name and training provider. 3. Examples of professional experience using ChatGPT and Claude. 4. Description of experience coordinating contractors or managing projects. 5. Confirmation of exclusive availability Monday–Friday, 9:00–11:00 a.m. ET. 6. Confirmation that two professional references can be provided. 7. Earliest available start date. Compensation: $30 CAD per hour. We are looking for a highly capable professional who takes ownership, communicates proactively, and consistently delivers results without ongoing supervision.

What you’ll do

Translate executive instructions and voice notes into clear task descriptions, coordinate remote contractors, and manage project timelines, budgets, milestones, and deliverables. Maintain project records, review work for accuracy, organize executive schedules and follow-ups, develop repeatable workflows, and provide regular progress reports.

Requirements

Applicants must have at least five years of relevant executive administration, operations, or project coordination experience, project management coursework or training, and advanced proficiency with ChatGPT and Claude. They must be experienced coordinating remote contractors, communicate effectively in English, work independently, provide two professional references, and be exclusively available from 9:00 to 11:00 a.m. Eastern Time, Monday through Friday.

Listed skills

• Operations Coordination · Preferred
• Project management · Preferred
• Quality assurance · Preferred
• ChatGPT · Preferred
• Claude · Preferred
• written communication · Preferred
• Problem solving · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Executive Administration
• Operations Coordination
• Project Management
• Contractor Coordination
• Timeline and Budget Management
• Task Documentation
• Quality Assurance
• Workflow Development
• Standard Operating Procedures
• Schedule and Meeting Coordination
• ChatGPT
• Claude
• Written Communication
• Problem-Solving
• Confidentiality
• Progress Reporting

Job areas

• Administrative
• Management & Leadership
• Healthcare
• Consulting