Executive Operations Partner

Real opportunities. Real impact. Your career, redefined.

(NOTE: A human reviews every application at Oceans, so please apply for only one position and only once a year—if you're a better fit for another role, we’ll route your application accordingly and if we’re not quite ready for you, we’ll reach back out later.)

At Oceans, we help the best and brightest of Sri Lanka to take advantage of opportunities that otherwise wouldn’t be available to them, while supporting entrepreneurs around the world. Our community (we call them Divers) don’t do surface work—they go deep to solve complex challenges and make a real impact. And in doing so, they support bold ideas and expand their skills, broaden their expertise, and grow their careers, all without having to leave family and friends.

As an Executive Operations Partner, you will play a critical role in supporting the leadership team of a rapidly scaling AI and robotics company during a period of significant growth and expansion. You’ll work closely with executive stakeholders to improve organizational execution, coordinate strategic initiatives, optimize operational workflows, and help leadership operate at maximum effectiveness.

This role is ideal for someone who combines exceptional organizational ability with strong operational instincts, systems thinking, and a proactive ownership mentality. You thrive in fast-moving environments, enjoy creating structure from ambiguity, and are energised by helping leaders and teams execute at a higher level. Rather than functioning as a traditional executive assistant, you'll serve as a trusted operational partner working across executive support, business operations, workflow optimization, reporting, communications, and organizational coordination.

Your success as an Executive Operations Partner will be defined by your ability to improve operational efficiency, create organizational clarity, and help leadership focus on high-impact priorities.

Here’s how you’ll make an impact: 

• Manage and prioritize a high-volume executive inbox, ensuring important communications receive timely attention.
• Categorize urgent and non-urgent matters and create actionable follow-up summaries.
• Coordinate complex calendar management across multiple stakeholders, priorities, and time zones.
• Support executive travel logistics, scheduling changes, and related operational coordination.
• Track expenses, receipts, reimbursements, and administrative workflows.
• Prepare executive briefing materials, meeting preparation documents, and action-item summaries.

• Support KPI and OKR tracking processes across multiple business functions.
• Review updates and operational reporting for completeness, quality, and accuracy.
• Identify blockers, inconsistencies, and execution gaps and proactively surface recommendations.
• Help maintain accountability and follow-through across teams and initiatives.
• Coordinate operational workflows and support cross-functional execution efforts.
• Support organizational initiatives that improve execution, visibility, and alignment across teams.

• Maintain CRM hygiene and support operational process consistency.
• Identify opportunities to improve workflow efficiency through automation and process improvements.
• Support experimentation with AI-enabled operational workflows and productivity systems.
• Assist with lightweight automation initiatives that reduce manual work and improve scalability.
• Contribute to the development of operational systems that support long-term growth.
• Apply systems thinking to improve organizational effectiveness and reduce operational friction.

• Coordinate scheduling, communications, and logistics related to executive initiatives and external engagements.
• Support operational aspects of thought leadership, partnership, and business development activities.
• Review documentation and communications for consistency and quality.
• Help maintain communication standards, templates, and organizational documentation.
• Serve as a reliable point of coordination across leadership, operational teams, and external stakeholders.

• Support the creation and maintenance of scalable operational systems and processes.
• Document workflows, procedures, and best practices that improve organizational effectiveness.
• Contribute to process standardization initiatives across teams and functions.
• Help strengthen operational infrastructure that supports remote collaboration and company growth.
• Maintain organised documentation and operational knowledge repositories.

You’ll work closely with executive leadership, operational stakeholders, cross-functional teams, and strategic partners, acting as a trusted operational partner responsible for improving execution, coordination, and organizational effectiveness.

At Oceans Talent, you’ll also receive guidance and support from your Operations Manager, who will help you succeed in the role and ensure that you’re continuously growing and developing in your career.

At Oceans Talent, we believe in T-shaped individuals—those who bring deep expertise in one area paired with broad curiosity across the business. As an Executive Operations Partner, your vertical focus will be on executive operations, workflow management, and organisational coordination, while your horizontal focus will include systems thinking, communication, process optimisation, and operational strategy.

To excel in this role, you should have:

• Experience: 3–6+ years of experience in executive operations, business operations, founder support, operations coordination, project management, or similar operational environments.
• Executive Operations Expertise: Strong experience supporting senior leaders through calendar management, inbox management, prioritisation, travel coordination, and operational support.
• Operational Coordination: Proven ability to manage multiple priorities simultaneously while maintaining high standards of execution and follow-through.
• Systems Thinking: Strong ability to identify inefficiencies, improve workflows, and build scalable operational systems.
• Communication Skills: Excellent written and verbal communication skills with the ability to communicate clearly across stakeholders at different levels.
• Process Improvement & Automation: Experience identifying opportunities to improve efficiency through process optimisation, automation, and operational tooling.
• Technology Fluency: Comfort working with CRM systems, productivity platforms, project management tools, documentation systems, and AI-enabled workflows.
• Ownership & Initiative: Strong proactive mindset with the ability to independently identify problems, propose solutions, and drive execution.
• Adaptability: Comfort operating within fast-moving startup environments where priorities evolve quickly and ambiguity is common.

During the interview process, you’ll have the opportunity to showcase your skills in the following areas:

• Executive Operations: How you support leadership teams and improve executive effectiveness.
• Workflow Optimisation: How you identify inefficiencies and implement process improvements.
• Operational Coordination: How you maintain visibility, accountability, and execution across multiple priorities and stakeholders.
• Systems Thinking: How you create structure from ambiguity and build scalable operational systems.
• Communication & Stakeholder Management: How you build alignment and communicate effectively across teams.
• Prioritisation & Organisation: How you manage competing priorities in fast-paced environments.
• Ownership & Execution: How you proactively drive work forward with minimal oversight.
• Adaptability & Problem Solving: How you navigate changing priorities and solve operational challenges effectively.

Diversity of experience is core to Oceans. You are expected to work inclusively with individuals from a variety of backgrounds, ensuring that both personal and collective dignity are supported.

This is a remote role, where you will be expected to work a split shift with some overlap with our client’s time zone. You will, however, be expected to be present for in-person training programs during your first 3.5 weeks with us. During the offer process, we’ll share more information about our benefits and compensation philosophy, considering both market trends and individual factors.

At Oceans Talent, we connect the world’s top talent with visionary companies building what’s next. Here, you’re not just stepping into another role — you’re joining a team that values individuality, ambition, and growth without limits. Unique, like you.

We’re always excited to share more about our journey, where we’re headed, and how you can grow with us throughout the interview process.

Want to learn more about our recruitment process, what to expect from interviews, and possible outcomes? Check out [The Dive].