Responsibilities
- Serve as the primary internal point of contact for employee technology requests.
- Coordinate with the outsourced IT provider to resolve hardware, software, and access-related issues.
- Support employee onboarding and offboarding, including user account creation, permissions, and equipment coordination.
- Assist with Microsoft 365 administration, user management, and basic technology troubleshooting.
- Maintain IT documentation, asset inventories, and internal technology processes.
- Provide administrative support to company leadership, including calendar management, scheduling, meeting coordination, and follow-up on action items.
- Coordinate travel arrangements and other executive administrative tasks.
- Maintain organized documentation and ensure operational records remain accurate and current.
- Coordinate cross-functional projects using Asana or similar project management platforms.
- Monitor project timelines and follow up with stakeholders to ensure deliverables remain on schedule.
- Document workflows and identify opportunities to improve operational efficiency.
- Support employee onboarding and general HR administration.
- Coordinate relationships with software vendors and external service providers.
- Track contracts, renewals, subscriptions, and vendor agreements.
- Maintain employee records and operational documentation.
- Support leadership with day-to-day operational initiatives.
- Take ownership of administrative and operational projects from initiation through completion.
- Continuously identify opportunities to improve internal organization, communication, and operational efficiency.
Requirements
- 2–4 years of experience in Operations, Executive Support, IT Administration, Office Management, or a related role.
- Experience supporting Microsoft 365 and/or Google Workspace environments.
- Strong organizational and time management skills.
- Excellent written and verbal English communication skills.
- Exceptional attention to detail and accuracy.
- Experience using Asana or similar project management software.
- Strong proficiency with Microsoft Office, including Outlook, Excel, Word, and Teams.
- Experience with Microsoft 365 administration.
- Ability to learn new software platforms and internal systems quickly.
- Strong problem-solving and troubleshooting abilities.
- Ability to manage multiple priorities while maintaining professionalism.
- Excellent stakeholder management and follow-up skills.
- Proactive, resourceful, and highly accountable.
Nice to Have
- Experience coordinating with third-party vendors or outsourced IT providers is preferred.
- Previous experience supporting executive leadership in a fast-paced environment is a plus.
- Experience coordinating cross-functional operational projects is preferred.
What Success Looks Like
- Employees receive timely, organized support for technology requests through effective coordination with the outsourced IT provider.
- Leadership confidently delegates operational and administrative responsibilities, allowing greater focus on strategic priorities.
- Projects remain organized, deadlines are consistently met, and follow-up across departments is proactive.
- Company documentation, vendor relationships, and operational records are maintained with accuracy.
- Internal processes become increasingly efficient through proactive problem-solving and continuous improvement.
- Leadership recognizes the Executive Operations & IT Coordinator as a trusted operational partner.
Opportunity
- This is an exciting opportunity to join a rapidly growing private aviation company where operational excellence drives business success.
- As the IT Operations Coordinator, you'll work directly with leadership, help build scalable internal processes, coordinate technology and operational initiatives, and play a foundational role as one of the company's first dedicated operations team members.
Application Process
- To be considered for this role these steps need to be followed:
- - Fill in the application form
- - Record a video showcasing your skill sets
Additional Information
- Available to work during U.S. business hours aligned with the client’s time zone.
- 9:00 AM - 5:00 PM EST
