About

We are a fast-growing, international business operating across the UK, Europe, Middle East, and Asia. The Founder/CEO works at high speed, across time zones, and communicates heavily via voice notes and short messages. We are looking for a highly organised, execution-focused Operations Coordinator to act as the central hub for task capture, coordination, and follow-through. This is not a traditional Executive Assistant role. This role exists to turn ideas and instructions into action, ensure nothing stalls, and keep execution moving via Trello. Core Objective Your role is to capture the Founder’s instructions, convert them into clear, actionable tasks, assign owners, track progress, chase delivery, and maintain a clean, live Trello board that shows what is moving, what is blocked, and what is done. You are the execution control tower — not the decision-maker. Key Responsibilities 1. Task Capture & Structuring Listen to voice notes, messages, and meeting notes from the Founder Convert instructions into structured Trello cards Break projects into clear tasks and checklists Assign owners and deadlines Define what “done” looks like 2. Trello Ownership Maintain a single source of truth in Trello Ensure all tasks are: clearly written assigned to one owner time-bound actively moving Flag overdue or blocked items immediately 3. Delegation & Follow-Up Assign tasks to internal team members and external contractors Follow up professionally and persistently Chase updates and deliverables Escalate blockers or non-delivery clearly 4. Execution Monitoring Track progress across multiple projects Identify bottlenecks early Keep momentum moving without constant Founder involvement 5. Founder Interface Provide short daily updates (async) covering: what moved forward what’s blocked what needs Founder input Present questions as options where possible (not open-ended problems) What You Will NOT Be Responsible For Strategic decision-making Financial decisions or budget control Contract negotiation Managing company finances Setting company vision or priorities You execute, you don’t redefine direction. Ideal Candidate Profile You are: Exceptionally organised Calm under pressure Comfortable chasing people and deadlines Detail-oriented but outcome-focused Able to work independently without micromanagement Confident managing multiple streams of work You are NOT: A passive admin assistant Someone who waits to be told every step Conflict-avoidant when deadlines slip Required Experience & Skills Strong experience using Trello (or similar tools) Proven task and project coordination experience Comfortable working with founders / executives Excellent written English Comfortable working across time zones Experience handling voice-note-driven workflows is a strong plus Working Style Remote 20–40 hours per week (to be agreed) Async-first, low-meeting environment High trust, high accountability Success in This Role Looks Like The Founder can send instructions once and trust they will be executed The Trello board is always accurate and up-to-date Tasks move forward daily without Founder intervention Bottlenecks are visible early, not discovered late Application Instructions (IMPORTANT) To apply, please include: A short paragraph describing how you handle multiple priorities without being micromanaged Your experience using Trello or similar tools An example of how you’ve handled follow-ups when someone misses a deadline Applications that do not follow these instructions will not be considered.