I’m helping Ecotechnics Maritime Ltd find a top candidate to join their team part-time for the role of Executive Operations Coordinator .

You'll scale organizational impact by building systems that sustain a historic maritime mission.

Compensation:

USD 15 - 20/hour.

Location:

Remote (specific timezones) - GMT-06:00 to GMT-00:00

What makes you a strong candidate:

- You are an expert in Workflows, Project management, Operations, Communicative competence.
- You are proficient in Volunteer management, Fundraising, Documentation.
- English
- Fully fluent.

- Spanish

- Conversational.

- Catalan

- Reading.

Responsibilities and more: About the Heraclitus Project The Research Vessel Heraclitus is unlike any other ship.

For nearly forty years, the Heraclitus sailed to every continent as a floating home for scientists, artists, educators, explorers, and visionaries. It served as a traditional sailing vessel, research platform, cultural meeting place, and living experiment in community.

Its expeditions brought together sailors, researchers, artists, Indigenous communities, and educators from around the world, supporting botanical research, ecological projects, cultural exchanges, and interdisciplinary collaborations.

Today, after years of restoration in Catalonia, Spain, the Heraclitus is preparing for its next chapter.

This isn’t simply the restoration of a historic vessel. It is the revival of a living platform for education, ecological research, traditional sailing, cultural exchange, and community.

The project is led by founders Christine Handte and Claus Tober.

Unlike most founders, they didn’t build this project from an office. They spent more than two decades captaining the Heraclitus around the world, leading international crews, scientific expeditions, and onboard communities. They hold an extraordinary body of practical knowledge about traditional sailing, expedition leadership, community building, and operating one of the world’s most unique research sailing vessels.

One of the project’s highest priorities is completing the restoration so they can begin training the next generation before this knowledge is lost.

To make that possible, they need someone who can help transform an extraordinary vision into an exceptionally organized, well-run organization.

⸻

About the Role

We’re looking for an exceptionally organized, proactive operations professional to become the founders’ right hand.

Your job is simple

Help the founders spend less time on administration and more time completing the ship, raising funding, building partnerships, mentoring volunteers, and preparing the Heraclitus for its next voyage.

This isn’t a traditional administrative assistant role.

You’ll help organize projects, volunteers, fundraising, communications, documentation, and operations while building systems that allow the organization to grow sustainably.

One hour you may coordinate volunteer arrivals or organize guest stays. The next, you might improve a fundraising presentation, research grants, organize decades of photos and documents, draft a partnership proposal, or create an onboarding guide that saves the founders from having the same conversations over and over again.

Initially,



you’ll work closely with founder Christine, who will help establish priorities, workflows, and systems. As you become familiar with the organization, you’ll gradually collaborate more closely with Claus and the wider volunteer community.

⸻

What You’ll Do

Executive Support

- Keep the founders organized and focused on priorities
- Manage action lists, reminders, deadlines, and follow-ups
- Coordinate calendars, meetings, travel, and guest logistics
- Draft emails, letters, and proposals
- Ensure important opportunities don’t fall through the cracks

Operations

- Coordinate volunteers, contractors, collaborators, and advisors
- Keep projects moving from idea to completion
- Improve workflows and internal systems
- Create simple project trackers and dashboards
- Help identify and solve operational bottlenecks

Knowledge Management

One of the most valuable parts of this role is helping capture knowledge that currently lives in conversations.

You’ll help

- Create Standard Operating Procedures (SOPs)
- Document recurring processes
- Build onboarding guides for volunteers and collaborators
- Create welcome materials and orientation packets
- Build FAQs, templates, and documentation
- Create information packets for prospective funders and institutional partners
- Organize institutional knowledge into a searchable library
- Reduce the need for the founders to repeat the same information over and over

Volunteer & Community Coordination

Many people generously volunteer their time to support the Heraclitus.

One of your most important jobs will be helping those volunteers succeed by giving them clear onboarding, timely communication, meaningful projects, and a positive experience.

You’ll

- Coordinate volunteer onboarding
- Schedule volunteer and guest stays
- Help organize accommodations and logistics
- Maintain volunteer communications
- Support local and online events
- Help build an engaged international community

Fundraising & Partnerships
- Improve pitch decks and fundraising presentations
- Research grants and funding opportunities
- Track donor and partnership conversations
- Draft follow-up emails and proposals
- Create information packets for prospective funders
- Help prepare materials that explain the project before meetings
- Research potential collaborators, institutes, and funding opportunities

Administration & Communications
- Support bookkeeping and budget tracking
- Organize invoices and financial records
- Coordinate with accountants
- Organize shared drives, photos, videos, and documents
- Help coordinate website and social media updates by keeping the team on schedule

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Working From Spain (Optional)

This role is fully remote.

However, we’d love to find someone interested in spending meaningful periods working alongside us at our project headquarters in Catalonia, Spain.





Accommodation is often available on-site, and spending time with the founders and volunteer community can make it much easier to understand the project, build relationships, and contribute effectively.

This is completely optional, but for someone looking for a deeper experience, it could become one of the most unique aspects of the role.

⸻

Who We’re Looking For

You’re someone who genuinely enjoys helping ambitious projects succeed.

You probably

- Love creating order from complexity
- Get satisfaction from finishing things
- Naturally follow up without being asked
- Think several steps ahead
- Enjoy improving systems
- Communicate warmly and professionally
- Are proactive and resourceful
- Love helping other people succeed
- Care about meaningful work and positive impact

⸻

Requirements

Required

- Excellent written and spoken English
- Professional Spanish
- 3+ years in operations, executive support, project management, administration, or a similar role
- Exceptional organizational skills
- Strong written communication
- Experience coordinating multiple people and priorities
- Google Workspace proficiency
- Comfortable working with spreadsheets
- Experience creating documentation and processes
- Excellent attention to detail

Nice to Have

- Startup experience
- NGO or nonprofit experience
- Volunteer coordination
- Grant research or fundraising support
- Event coordination
- Basic bookkeeping
- Programs like Notion or Airtable
- Canva
- WordPress and Squarespace
- Experience working with European organizations

Interest in sailing, ecology, education, oceans, community, or regenerative living

Practical experience in fishing, farming, ships, construction work

⸻

Compensation

US$15–20/hour

20–25 hours per week initially, with opportunities to increase hours and responsibilities as the project grows.

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Why This Role Is Different

Most operations roles help companies become more efficient.

This role helps bring one of the world’s most unique research sailing vessels back to life.

You’ll work directly with two founders who have spent decades building an international community of sailors, scientists, artists, educators, and explorers.

Your work won’t simply keep an organization organized.

It will help preserve rare knowledge, support an ambitious restoration, enable volunteers to contribute effectively, strengthen fundraising, and help launch the next generation of voyages aboard the Heraclitus.

If you love creating order from complexity and want your work to make a tangible difference, we’d love to hear from you.

⸻

Skills (Torre)

Required Skills

- Operations Management
- Project Management
- Executive Assistance
- Administrative Support
- Process Improvement
- Process Documentation
- Standard Operating Procedures (SOPs)
- Knowledge Management
- Google Workspace
- English
- Spanish
- Written Communication
- Organization

Nice-to-Have Skills
- Volunteer Management
- Community Management
- Fundraising
- Grant Research
- Event Planning
- Bookkeeping
- Budget Management
- Social Media Management
- Document Management
- Notion
- Airtable
- Canva
- WordPress

Your potential leader:

- Christine Handte - Director Ecotechnics Maritime

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