Project Coordinator – CEO Operations Manager

This is a fully remote position, open to applicants in Canada.

📋 Description

• Act as the CEO’s trusted advisor—proactively overseeing their inbox, highlighting urgent matters, and ensuring that key meetings, deadlines, and action items are consistently addressed.

• Monitor and follow up on the CEO's commitments, maintain weekly communications with development managers, and prioritize leadership tasks to keep the CEO organized and focused.

• Organize the CEO’s podcast engagements: complete intake forms, manage scheduling communications, respond to outreach on the CEO’s behalf, and ensure preparedness for each appearance.

• Publish recorded podcast episodes and video content across social media channels (LinkedIn, YouTube, Instagram, etc.) promptly and in alignment with brand standards.

• Attend and document significant meetings, noting action items and ensuring follow-up with relevant stakeholders.

• Collaborate across the organization to ensure essential project dependencies and key milestones are achieved on schedule.

• Leverage project management platforms to create, track, and update projects, tasks, phases, and key dates from initiation to deployment.

• Work alongside technical teams to gather requirements and ensure alignment on development schedules.

• Synchronize project timelines with the scope of work and establish change management processes in collaboration with Development and Operations teams.

• Organize, manage, and facilitate weekly project review meetings, daily standups, project kickoffs, and retrospectives as necessary.

• Maintain and develop project content pages to ensure smooth knowledge transfer and documentation continuity.

• Proactively identify projects at risk and lead decision-making meetings with leadership and strategy team members.

• Collaborate with managers to schedule project checkpoints, track weekly meeting minutes, and guarantee all action items are resolved and closed.

• Serve as the main point of contact for all project stakeholders; consistently and clearly communicate project status.

• Participate in calls with third-party contractors as needed and document pertinent outcomes.

• Monitor and relay key action items and weekly development updates to the CEO.

⛳️ Requirements

• 2+ years of experience in project coordination, executive assistance, or operational roles—preferably in a SaaS or tech environment.

• Proven ability to manage multiple concurrent projects, priorities, and stakeholders without oversight.

• Strong written and verbal communication skills; capable of representing the CEO professionally in external communications.

• Practical experience with project management tools (Daylite, Asana, Jira, Monday.com, Notion, or similar).

• Familiarity with social media platforms (LinkedIn, YouTube, Instagram) and content publishing processes.

• Outstanding organizational skills and meticulous attention to detail.

• Ability to work autonomously, take initiative, and demonstrate sound judgment with minimal supervision.

• High level of discretion and professionalism when managing sensitive communications at the CEO level.

• Experience with podcast coordination and workflows.

• Understanding of SaaS development cycles, sprint planning, or Agile methodologies.

• Background in working closely with a founder or C-suite executive in a fast-paced startup or growth-stage company.

• Experience in creating or maintaining knowledge base pages (e.g., Confluence, Notion, Coda).

🏝️ Benefits

• Competitive salary and performance-based incentives.

• Comprehensive health, dental, and vision insurance.

• Opportunities for professional development and growth.

• Flexible work environment and schedule.

• Collaborative and inclusive company culture.