Job Description

About MyOutDesk

Since 2008, MyOutDesk has connected highly skilled professionals with growing and established U.S.-based organizations, enabling them to make a real and measurable business impact as part of extended global teams.

Trusted by companies in real estate, healthcare, finance, professional services, and other growth industries, MyOutDesk provides professionals the opportunity to build stable, long-term remote careers while contributing meaningfully to high-performing teams.

About the Client

Our client is a long‑established, family‑owned car wash company known for providing high‑quality vehicle cleaning services across multiple locations. With deep roots dating back to the early 1950s, the company has built a reputation for convenient, efficient, and customer‑friendly car wash experiences that range from express tunnel washes to touchless and self‑serve options.

About the Role

This role is designed to protect the executive’s time, improve follow-through, and bring structure to a fast-growing, multi-site business. The Executive Assistant / Executive Operations Coordinator will own core executive support functions—including calendar, email, travel, and document flow—while also acting as a project driver who ensures key initiatives are completed.

This is not a purely administrative role. The ideal candidate is a proactive operator who anticipates needs, communicates with polish, maintains visibility on priorities, and consistently drives projects to completion with minimal oversight.

Shift: US Timezone

Work Set-Up: Full Remote, Philippines

Key Responsibilities

Executive Support

• Own email and calendar management, including triage, prioritization, scheduling, and follow-ups
• Coordinate end-to-end travel arrangements, including itineraries and executive preferences
• Prepare documents for signature, route approvals, and ensure proper tracking and filing

Project Coordination & Execution

• Track open loops across email, Microsoft Teams, Trello, and shared files; ensure completion of tasks
• Support initiatives that are 70–90% complete by driving execution, follow-through, and launch discipline
• Build and maintain project trackers, action lists, and executive dashboards
• Ensure clear ownership, deadlines, and next steps across all active projects

Process & Documentation

• Convert ideas, notes, and rough drafts into polished deliverables (SOPs, checklists, decks, and summaries)
• Create and organize process documentation and training materials using tools like Loom or Screencastify
• Maintain and organize shared drives, templates, and reference materials within the Microsoft environment

Operations & Coordination

• Support rollout of internal systems (e.g., inventory tools, receipt tracking, pricing updates, onboarding materials)
• Coordinate with site managers, bookkeepers, and customer support to ensure clear and timely communication
• Assist with light research, vendor coordination, and customer-facing follow-ups as needed

Success Outcomes (First 6 Months)

• Executive inbox, calendar, and travel logistics are managed seamlessly with minimal oversight
• Projects are clearly tracked with defined owners, deadlines, and consistent follow-through
• Documents, approvals, and signature requests are handled proactively
• Processes and training materials are documented and transitioned into reusable systems
• Communication across teams becomes more timely, structured, and effective
• The executive experiences a significant reduction in administrative burden and unfinished tasks

Requirements

• Graduate of a Bachelor’s degree, or at minimum, completion of a post-secondary (post–high school) diploma
• At least 3 years of relevant work experience
• Minimum of 1 year of experience supporting a US-based client, preferably within a BPO or outsourcing environment
• Experience as an Executive Assistant, Operations Coordinator, Project Coordinator, or similar role
• Exceptional written English with the ability to communicate clearly, concisely, and professionally on behalf of an executive
• Microsoft 365 (Outlook, Teams, SharePoint/OneDrive)
• Trello or similar project/task management tools
• Adobe Acrobat or e-signature tools for document workflows
• Loom, Screencastify, or similar tools for process documentation
• PowerPoint or presentation tools for training and onboarding materials
• Familiarity with QuickBooks Online or similar operational systems is a plus

Benefits

• $400 Placement Bonus after successfully completing your first 30 days with your first MOD client

• Independent Contractor Referral Program – Earn up to $330 for every successful referral
• MOD Cash Advance Program available after 6 months of active service with MOD client/s
• Comprehensive HMO Coverage for you and 1 dependent, starting after 6 months of active service with MOD client/s
• Dental Benefits through Maxicare Dental Hub
• Optical Reimbursement for HMO principal members
• Group Life Insurance with Accidental Death & Dismemberment coverage
• Maternity Reimbursement for both normal and Caesarean delivery
• 6 Paid US Holidays
• 7 Additional Vacation Leave Credits after 10 months of active service with the current MOD client
• 7 Additional Sick Leave Credits after 1 year of active service with the current MOD client/s
• Unlimited Upskilling Opportunities through MODUniversity
• Mentorship and collaboration with global leaders and teams
• Clear career advancement pathways within the organization
• Diverse, inclusive, and supportive workplace environment