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Hadley Designs

DIY ideas and printables to help you celebrate life's joyful moments.

Executive Support Specialist

Customer SupportCustomer SupportFull TimeRemoteSeniorTeam 1-10H1B No SponsorCompany SiteLinkedIn

Location

Ukraine

Posted

59 days ago

Salary

0

Seniority

Senior

3 yrs expEnglish

Job Description

Executive Support Specialist

Hadley Designs

• Protect the CEO and CCO’s time by managing email, schedules, and daily priorities • Track, organize, and update key processes, ensuring all SOPs reflect the latest feedback • Anticipate needs and solve problems before they arise, keeping both leaders focused on strategy and creativity • Coordinate calendars, meetings, and communication across internal and external partners • Handle sensitive information with professionalism and discretion • Support company-wide projects, working with department leads to keep initiatives on track • Prepare and edit documents, presentations, and reports with accuracy and polish • Maintain ClickUp dashboards, L10 agendas, and company scorecards • Assist in hiring, onboarding, and training new team members • Organize travel, events, and both business and household logistics for the executive team • Identify and streamline inefficiencies in administrative and operational workflows

Job Requirements

  • 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 hours with core team availability
  • Paid time off and holidays
  • Opportunities for professional development
  • Free access to Hadley Designs products
  • A supportive team that values growth, excellence, and balance

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