Executive Assistant & Operations Coordinator

Hadley Designs; Canada; Remote; CAD 80,000 - 110,000; Full time

Job summary

At Hadley Designs, we are seeking a Strategic Executive Coordinator to partner directly with our CEO to elevate our business operations. This role requires a high-energy, detail-oriented individual with experience in executive support, hiring coordination, and project management. You'll thrive in a dynamic environment, bringing order to chaos while making a significant impact on our mission to inspire joy through our products.

Benefits

Flexible working hours

Paid time off (PTO)

Access to courses and training

Remote-first work environment

Regular interaction with CEO

Qualifications

• 3+ years of experience in an executive assistant or similar role.
• Tech-savvy and fluent in modern tools.
• Full-time availability with near real-time responsiveness.

Responsibilities

• Manage CEO's calendar and filter communications.
• Coordinate hiring processes and team operations.
• Oversee family logistics and personal administration tasks.

Skills

Executive calendar management

Hiring coordination

Organizational skills

Attention to detail

Communication skills

Education

Bachelor's degree or equivalent experience

Tools

Google Suite

Excel

ClickUp

Job description

Executive Assistant & Operations Coordinator

Executive Assistant & Operations Coordinator

Strategic Executive Coordinator - Be the CEO's Ultimate Ally at Hadley Designs!

Be the right hand to a CEO building a world-class brand, business, and life.

Are you a high-energy, ultra-organized superstar ready to make a massive impact? Do you thrive on turning chaos into clarity and executing with precision? At Hadley Designs, we're on a mission to fill lives with beauty and inspiration through our stunning products and we need a Strategic Executive Coordinator to partner with our visionary CEO, Josh Hadley, to make it happen!

This isn't your average assistant gig. You're the CEO's right-hand, a trusted confidant, and a master orchestrator who owns both professional and personal priorities with finesse. From shielding Josh's time to driving hiring strategies and streamlining family logistics, you'll be the force that keeps everything running smoother, faster, and smarter. If you're assertive, polished, and obsessed with getting things done, this is your chance to shine!

Why This Role Rocks

• Be the CEO's Secret Weapon: Protect Josh's focus, amplify his impact, and make him look like a rockstar in every area of life
• Own High-Stakes Execution: Lead hiring workflows, manage complex calendars, and coordinate across business and family with ease
• Create Calm in the Storm: Bring order to chaos with systems, SOPs, and a proactive mindset that anticipates needs before they arise
• Make a Real Difference: Help Hadley Designs inspire customers while supporting Josh's vision to scale the business and live his best life
  
  

What You'll Do

20% Big Rocks - The Game-Changers

• Master the Inbox & Calendar: Triage CEO's emails and schedule with ninja-like precision, ensuring only the critical gets through
• Lead Hiring Like a Pro: Own the hiring process, post roles, screen candidates, coordinate interviews, and prep Josh only when needed
• Plan Like a Strategist: Build weekly systems for business and personal priorities, keeping everything on track
• Run Family Logistics: Coordinate with CEO's spouse on family events, school, sports, and more, making life seamless
• Streamline Decisions: Create systems for task delegation, decision triage, and flawless information flow
  
  

80% Daily Wins - Keep the Machine Humming

• Protect CEO Focus: Filter emails, batch requests, and block deep work time to keep CEO in the zone
• Nail Scheduling & Travel: Book meetings, flights, and family plans with zero errors, plus research epic dinner spots or gifts
• Drive Team Coordination: Delegate tasks, follow up on deliverables, and keep the team aligned without the CEO lifting a finger
• Support Family: Manage school logistics, sports schedules, and special events
• Build Systems That Scale: Create dashboards, SOPs, and checklists for business rhythms, family routines, and admin tasks
• Handle Personal Admin: Track subscriptions, organize receipts, and liaise with accountants to keep CEO's personal life frictionless
• Boost Relationships: Send thoughtful gifts, manage contacts, and polish CEO's presentations for max impact
  
  

As-Needed Projects

• Jump into special projects, from cross-department coordination to ad-hoc leadership requests, with enthusiasm and skill
  
  

You'll Thrive Here If You...

• Think like an operator but serve like a concierge
• Take ownership, not orders
• Love bringing structure to chaos
• Can switch from booking a dinner reservation to scheduling interviews in the same hour
• Have an eye for detail and a bias for action
• Value thoughtfulness, discretion, and initiative
• Take pride in making others look good
  
  

Requirements

Who You Are

• A senior-level operator with full-time availability and near real-time responsiveness
• A master of executive calendar and inbox management, with a knack for prioritizing what matters
• Experienced in hiring coordination and team operations, bonus points for supporting a founder/CEO in a fast-paced environment
• Assertive yet service-minded, with stellar judgment on when to escalate
• Polished and professional, with clear, concise communication skills
• Tech-savvy, fluent in Google Suite, Excel, and modern AI tools
• Obsessively detail-oriented, with a proactive, results-driven mindset
• Trustworthy with sensitive info and poised under pressure
• A lifelong learner with a growth-focused, can-do attitude
• Native English speaker with strong U.S. cultural understanding (travel, communication, gifting, etc.)
• 3+ years in an EA, Chief of Staff, Ops Coordinator, or high-level support role
• Strong proficiency with Google Suite, ClickUp, and modern AI tools
• Available full-time with near real-time responsiveness (8 AM-6 PM CST core hours)
• Proven experience managing calendars, inboxes, projects, and people
  
  

Benefits

• Remote-first work environment
• Flexible working hours (with core availability window)
• Paid time off (PTO)
• Paid holidays (aligned with U.S. calendar)
• Access to courses, trainings, or a learning budget
• Access to company products
• Regular Interaction with CEO
• Established Company doing business for 10+ years
• Personal Development
• Autonomy of time and schedule
  
  

Why Hadley Designs?

At Hadley Designs, we're not just creating products, we're sparking joy and inspiration for customers worldwide. As the Strategic Executive Coordinator, you'll play a pivotal role in scaling our impact while working closely with a passionate, creative team. This is your chance to grow, shine, and make a legacy-level difference for a founder and his family.

Ready to Crush It?

If you're ready to be the CEO's ultimate ally and take Hadley Designs to new heights, we want to hear from you! Apply now and let's make magic happen together.

Seniority level

• Seniority level

  Mid-Senior level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative

• Industries

  IT Services and IT Consulting

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