Project Coordinator – CEO Operations Manager

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

📋 Description

• Act as the CEO's trusted partner by proactively managing their inbox, highlighting urgent matters, and ensuring that important meetings, deadlines, and action items are consistently addressed.

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

• Coordinate the CEO's appearances on podcasts by completing intake forms, managing scheduling communications, responding to outreach on behalf of the CEO, and ensuring readiness for each appearance.

• Publish recorded podcast episodes and video content across social media platforms (LinkedIn, YouTube, Instagram, etc.) in a timely manner while maintaining brand consistency.

• Attend and document significant meetings, capturing action items and ensuring proper follow-through among stakeholders.

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

• Use a project management platform to create, track, and update projects, tasks, phases, and key dates from Kickoff through Deployment.

• Work with technical resources to gather requirements and align on development timelines.

• Align project timelines with the scope of work and formalize 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 required.

• Maintain and create project content pages to ensure seamless knowledge transfer and documentation continuity.

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

• Collaborate with managers to coordinate project checkpoints, keep track of weekly meeting minutes, and ensure that all action items are addressed and resolved.

• Act as the primary point of contact for all project stakeholders, communicating project status clearly and consistently.

• Participate in third-party contractor calls as needed and document relevant outcomes.

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

⛳️ Requirements

• A minimum of 2 years of experience in project coordination, executive assistance, or operations roles, preferably within a SaaS or technology environment.

• Proven ability to manage multiple concurrent projects, priorities, and stakeholders without missing critical details.

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

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

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

• Outstanding organizational skills and meticulous attention to detail.

• Ability to work independently, take initiative, and apply sound judgment with minimal supervision.

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

• Experience in coordinating podcast workflows.

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

• Background 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 bonuses.

• Flexible work hours and remote work opportunities.

• Comprehensive health benefits including medical, dental, and vision coverage.

• Professional development opportunities and training programs.

• Collaborative and inclusive company culture.