Executive Operations Coordinator / Executive Assistant

Executive Operations Coordinator / Executive Assistant

Full-Time | Long-Term | Remote

Starting Salary: $1,100 CAD/month

90-Day Performance Review + Opportunity for Increase

We are a hospitality company based in Toronto, Canada seeking a highly organized, proactive, reliable Executive Operations Coordinator / Executive Assistant to work directly with the Owner.

This is not a basic Virtual Assistant position.

Your primary responsibility will be making sure things get done.

You will act as the central point between the Owner and our management team—tracking tasks, following up with managers, monitoring deadlines, verifying completion, documenting results, managing reminders, and providing the Owner with a clear daily overview.

Our goal is for the Owner to no longer have to personally chase multiple staff members to determine what has or has not been completed.

What You'll Be Responsible For
Task & Staff Accountability
Receive instructions directly from the Owner.
Assign tasks to the appropriate managers/supervisors.
Set and track deadlines.
Follow up consistently until tasks are completed.
Request proof of completion when appropriate.
Document missed deadlines and recurring issues.
Ensure unfinished tasks are never forgotten.
Track who is reliable and who consistently requires reminders.
Daily Operations

Help monitor operational responsibilities including:

Staff schedules.
Opening/closing responsibilities.
Inventory and ordering.
Maintenance.
Events.
Security confirmations.
Reservations/VIPs.
Required pickups.
Operational issues.
Special projects.

You will not physically perform these tasks. Your responsibility is to make sure the appropriate team member completes them.

Daily Owner Report

A structured report must be delivered to the Owner by 12:00 PM Toronto time every day.

It will summarize:

What happened the previous night.
What was completed.
What was not completed.
Today's staff lineup.
Today's priorities.
Outstanding tasks.
Important deadlines/reminders.
Events or major reservations.
Problems currently being handled.
Decisions requiring Owner approval.
Calendar & Reminders

You will help manage important business and personal:

Dates.
Deadlines.
Meetings.
Appointments.
Payroll reminders.
Payment reminders.
Follow-ups.
Events.
Travel-related dates.

Once something important is communicated to you, the Owner should not have to remember it again.

Events

You will help ensure operational preparation is completed before events, including:

Staffing.
Security.
Inventory.
Required purchases.
Special requests.
Event readiness.

Our standard is:

Event Day = Execution, Not Preparation.

Projects

You will track renovations, repairs, improvements, research, quotes, and other special projects assigned by the Owner.

Documentation

Important tasks and information must be properly documented and easily retrievable.

Our main systems include:

Connecteam
WhatsApp
Google Drive

Email

You should already be experienced and confident working with organized task-management, communication, documentation, and reporting systems. Experience with Connecteam, WhatsApp, Google Drive, and email -based reporting is an advantage. You must be comfortable quickly learning any Sheba-specific processes or systems you have not previously used.
Authority

You will be communicating with managers and supervisors on behalf of the Owner.

You must therefore be confident enough to follow up repeatedly when necessary while remaining respectful and professional.

You will not have authority to make major business decisions, purchases, financial commitments, policy changes, or agreements without Owner approval.

Safety and legal emergencies must be escalated immediately.

Who We're Looking For

You should be:

Extremely organized.
Proactive.
Reliable.
Detail-oriented.
Persistent.
Excellent at follow-up.
Strong in written and spoken English.
Confident communicating with experienced managers.
Professional and respectful.
Comfortable holding people accountable.
Able to manage multiple deadlines.
Good at identifying what is urgent.
Able to work independently.
Solution-oriented.
Comfortable asking for proof of completion.
Strong at documentation.
Interested in a long-term position.

Previous experience as an Executive Assistant, Operations Coordinator, Project Coordinator, Operations VA, or similar position is strongly preferred.

Schedule — PLEASE READ CAREFULLY

Seven-day availability is required.

Our business operates seven days per week, and Friday, Saturday and Sunday are particularly important. Weekend availability is non-negotiable.

Typical coverage is approximately:

12:00 PM–9:00 PM Toronto Time

This means overnight working hours in the Philippines.

The position averages approximately 40–45 working hours per week.

This does NOT mean you will actively work nine hours every day. Some days will be lighter than others.

However, you must be dependable and available throughout the week based on operational needs.

If you are looking for a traditional Monday–Friday Philippine daytime position, this role is not the right fit.

Compensation

Starting Salary: $1,000 CAD/month

There will be a formal 90-day performance review.

Strong performance may result in increased compensation and additional responsibilities.

We are looking for someone who can grow with the company long-term.

What Success Looks Like

Within your first 90 days:

Important tasks stop being forgotten.
The Owner is no longer chasing managers for routine updates.
Managers become more accountable to deadlines.
Inventory and ordering happen consistently.
Daily reporting becomes reliable.
Outstanding tasks are followed until completion.
Important information is documented.
Preventable last-minute problems decrease.
The Owner can spend less time physically at the business while still knowing exactly what is happening.

Our long-term goal is to build systems that allow the company to operate efficiently without depending on the Owner being physically present every day.

The Owner provides direction. Management executes. You ensure accountability, follow-through, documentation, and visibility.

HOW TO APPLY

Please answer the following questions in your application:

1. Briefly describe your experience as an Executive Assistant, Operations Coordinator, Virtual Assistant, Project Coordinator, or similar role.

2. Have you previously been responsible for following up with employees or managers to ensure tasks were completed? Give one specific example.

3. A manager has a task due at 6:00 PM. At 6:00 PM, they have not responded and you have not received proof that it was completed. What exactly would you do?

4. You have 10 outstanding tasks involving different employees and different deadlines. How would you organize them so nothing gets forgotten?

5. How would you hold a manager who has worked for the company for many years accountable without creating an unnecessary conflict?

6. Give an example of something you identified and handled proactively before your employer asked you to do it.

7. Are you fully comfortable working overnight Philippine hours and having availability seven days per week, including weekends?

8. Are you currently working another full-time job or supporting other clients? If yes, explain your current commitments.

9. Do you have reliable internet, backup internet, a reliable computer, and a backup plan for power/internet outages?

10. Are you comfortable with the starting salary of $1,100 CAD/month?

11. Why do you believe you would be good at a position where follow-up, accountability, organization, and persistence are the most important responsibilities?

12. When are you available to start?

Important Application Instruction
Applications that do not follow the instructions or answer the required questions may not be considered.