Company/Organization Information
- Company Name: Meet 5-Star Pros
- Company website: Remote Recruitment Services for Founders | Meet 5-Star Pros
Job Information
- Job Title: Executive Coordinator (Strategic Executive Support | Remote)
Position OverviewWe are seeking a highly organized, strategic, and proactive Executive Coordinator to serve as a right-hand partner to a Founder in a fast-paced B2B company.
This role exists to increase the Founder's clarity, focus, and execution capacity.
You will help transform ideas into structured plans, protect executive time, reduce mental overload, and ensure consistent follow-through across priorities.
This is not a traditional administrative assistant role.It is a strategic support role focused on organization, prioritization, and decision flow.
Core Purpose of the Role
To help the Founder:
- Think clearly
- Stay organized
- Focus on high-impact priorities
- Reduce distractions
- Maintain structured follow-through
You will act as an extension of the Founder's brain - organizing ideas, decisions, and actions into clear execution paths.
Key Responsibilities
Strategic Calendar Management (Time Protection & Focus Optimization)
- Own full calendar management across time zones
- Protect deep work blocks and strategic thinking time
- Evaluate meeting requests based on priority and ROI
- Ensure all meetings have clear objectives
- Prepare short briefing notes before important meetings
- Coordinate rescheduling efficiently with minimal friction
- Maintain alignment between calendar and quarterly priorities
The goal is not booking meetings.The goal is protecting focus.
Executive Email Management (Decision Filtering)
- Manage and triage executive inbox daily
- Categorize emails by urgency and business impact
- Draft responses in the Founder's voice
- Route emails to appropriate team members with context
- Flag revenue-impacting or sensitive communications immediately
- Track unresolved threads and ensure follow-up
- Maintain organized inbox systems and rules
The goal is not inbox clearing.The goal is reducing decision fatigue.
Thought Organization & Follow-Through
- Capture ideas from calls, meetings, and voice notes
- Convert scattered thoughts into structured action plans
- Maintain a running "Open Loop" list of outstanding decisions
- Track action items and deadlines
- Follow up with team members on behalf of the Founder
- Ensure initiatives don't stall due to lack of clarity
You help bring order to momentum.
Priority & Initiative Tracking
- Maintain a structured priority board aligned with quarterly goals
- Help Founder determine what should be deprioritized
- Track progress on active initiatives
- Provide weekly summary of open priorities and risks
- Escalate items that require executive decision
This role supports clarity, not departmental management.
Communication & Coordination
- Draft internal and external executive-level communication
- Prepare summaries of important discussions
- Ensure key decisions are documented clearly
- Coordinate information flow between Founder and team
- Maintain professionalism and discretion in all communications
Light Systems & Workflow Support
- Maintain organized digital file systems
- Improve executive workflow organization
- Document recurring processes where needed
- Recommend simple automation improvements to reduce manual work
This role does not own company operations - it supports executive structure.
Technical Requirements
- Advanced Google Workspace proficiency
- Strong email management expertise (Gmail / Outlook)
- Experience with project management tools (ClickUp, Asana, Monday)
- Strong written business English
- Slack and remote communication proficiency
- Comfortable working US hours
- Strong document formatting and summarization skills
Preferred:
- Experience supporting founders in B2B businesses
- Exposure to KPI dashboards (awareness, not ownership)
- Familiarity with CRM tools (HubSpot, Go High Level, Salesforce)
Qualifications
- 3+ years supporting senior leaders or founders
- Experience in fast-paced, remote environments
- Proven ability to manage competing priorities independently
- Strong emotional intelligence
- High discretion and confidentiality
- Detail-oriented with structured thinking
- Comfortable managing up
Ideal Candidate Profile
✔ Highly organized thinker
✔ Calm under pressure
✔ Strong writer
✔ Anticipatory and proactive
✔ Comfortable asking clarifying questions
✔ Structured and detail-oriented
✔ Emotionally intelligent
✔ Comfortable with ambiguity
This Role Is NOT For Someone Who:
- Only wants task-based admin work
- Waits for instructions
- Avoids prioritization decisions
- Struggles to bring structure to ideas
- Cannot write executive-level communication
- Wants to run departments