Executive Operations Coordinator (Technical Project Lead & Founder Buffer)

I run a multi-brand technology and e-commerce portfolio, including an established online retail operation, automated AI dispatch systems, and an expanding digital agency—Gulf Coast Web Co.

I operate as the architect and strategist: I move fast, communicate with absolute directness, and value radical precision. I do not micromanage, nor do I have time to hand-hold.

I am NOT looking for a traditional virtual assistant who asks, "What should I do today, boss?"

I am hiring an Executive Operations Coordinator (EOC) to serve as my operational air-traffic controller and founder buffer. You will sit directly between me and our technical contractors, GoHighLevel (GHL) developers, and automation engineers.

Your single governing mandate: Make sure Tony only does work that requires Tony.

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THE Q4 COMMERCIAL MISSION (YOUR IMMEDIATE BENCHMARK)
We are scaling our streamlined agency model for Gulf Coast Web Co., delivering 5-to-7 page high-converting websites with integrated booking CTAs for local service contractors (pressure washing, marine detailing, tree services, landscaping).

• The Goal: Scale from 0 to 30 active onboarded clients ($49–$59/mo recurring care plans) by November 15, 2026.
• Your Responsibility: Manage the velocity of the pipeline—from lead scraping and mockup production handoffs with our VAs, to quality assurance, client onboarding check-ins, and Stripe subscription activation. You will ensure no prospect falls through the cracks and no contractor stalls.

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WHAT YOU WILL OWN:
1. Contractor Traffic Control: Direct and hold accountable our specialized GHL engineers, UI builders, and automation contractors across daily sprint checkpoints. Verify contractor deliverables against agreed scopes BEFORE approving milestone payouts. Stop scope creep and unapproved billing dead in its tracks.
2. The Daily Executive Briefing (Bandwidth Protection): Review all contractor progress, bug reports, and project tickets daily. Synthesize 20+ piecemeal developer questions into ONE clean, 150-word morning memo for me covering: (1) Completed Milestones, (2) Active Bottlenecks, and (3) Decisions Tony Needs to Make.
3. Rigorous Quality Assurance (QA): Refuse to accept "It's done" from a developer without proof. You will personally inspect test links, confirm mobile responsiveness, verify form routing, and ensure webhook payloads actually fire. If a system isn’t fully tested, you keep it marked YELLOW.
4. Operations & Pipeline Rhythm: Maintain the master project dashboard, access rosters, and build checklists in Google Sheets/ClickUp. Ensure domain setups, DNS records, and customer onboarding handoffs run cleanly within 48 hours.

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WHO YOU ARE (THE NON-NEGOTIABLES):

• Assertive with Technical Contractors: You have experience managing software engineers or agency builders. You are confident enough to challenge a developer, verify their Loom walkthroughs, and reject incomplete work.
• GoHighLevel & Systems Literate: You do not need to write raw code, but you must thoroughly understand GHL architecture: sub-accounts, snapshots, custom fields, pipeline stage triggers, native Stripe integration, and basic webhook logic.
• Radical Candor & Thick-Skinned: I communicate directly, concisely, and without corporate fluff. If an operational timeline is unrealistic, or if my direction has a technical flaw, you must be confident and articulate enough to say: "Tony, that approach will break our data layer; here is the better path." You treat direct criticism as operational data, not an emotional event.
• Extreme Ownership: When you are left alone for 48 hours while I focus on higher-level strategy, you do not sit idle. You drive the daily contractor rhythm, enforce deadlines, audit pipelines, and keep the mission moving.

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HOW TO APPLY (MANDATORY INSTRUCTIONS - INCOMPLETE APPLICATIONS WILL BE DISCARDED):
1. Subject Line: Air-Traffic Controller — [Your City, Your Full Name]
2. Attach your updated CV/Resume highlighting your experience with marketing agencies, project management, and GoHighLevel.
3. Provide a link to a 2-to-3 minute Loom video (camera on) directly addressing these three questions:

• Question 1: Give a specific example of a time you had to reject a technical contractor’s work because they claimed it was "done," but it didn't meet quality or test standards.
• Question 2: How do you manage working closely with a high-conviction, fast-moving founder who has zero patience for fluff or excuses?
• Question 3: In 45 seconds, explain how you would coordinate our team to take a local service business owner from a raw lead to an onboarded $49/mo client within a 72-hour window.