Marketcircle

Marketcircle is an award-winning startup company dedicated to helping small businesses grow. Marketcircle was founded in 1999 as a two-person team and over the years has grown to n

Project Coordinator – CEO Operations Manager

Location

ON + 1 moreAll locations: ON | Canada

Posted

26 days ago

Salary

$65K - $80K / year

Seniority

Mid Level

Bachelor Degree2 yrs expEnglish

Job Description

Project Coordinator – CEO Operations Manager

Marketcircle

• Serve as the CEO’s right-hand person—proactively managing their inbox, flagging urgent items, and ensuring key meetings, deadlines, and action items are never missed. • Track and follow up on outstanding CEO commitments, weekly communications with development managers, and leadership priorities to keep the CEO on schedule and on task. • Coordinate the CEO’s podcast appearances: complete intake forms, manage scheduling back-and-forth, respond to outreach on the CEO’s behalf, and ensure readiness for each appearance. • Publish recorded podcast episodes and video content across social media platforms (LinkedIn, YouTube, Instagram, etc.) in a timely and brand-consistent manner • Attend and document key meetings, capturing action items and ensuring follow-through across stakeholders. • Work cross-functionally across the organization to ensure core project dependencies and key milestones are met on time • Utilize project management platform to create, track, and update projects, tasks, phases, and key dates from Kickoff through Deployment • Collaborate with technical resources to gather requirements and align on development timelines • Align project timelines with scope of work and formalize change management processes in partnership with Development and Operations teams • Plan, manage, and host weekly project review meetings, daily standups, project kickoffs, and retrospectives as needed • Maintain and create project content pages for seamless knowledge transfer and documentation continuity • Proactively identify at-risk projects and facilitate decision-making meetings with leadership and strategy team members • Partner with managers to coordinate project checkpoints, track weekly meeting minutes, and ensure all action items are addressed and closed. • Serve as the central point of contact for all project stakeholders; communicate project status clearly and consistently. • Attend third-party contractor calls as needed and document relevant outcomes. • Track and communicate key action items and weekly development updates to the CEO.

Job Requirements

  • 2+ years of experience in project coordination, executive assistance, or operations roles—ideally within a SaaS or tech environment
  • Demonstrated ability to manage multiple concurrent projects, priorities, and stakeholders without dropping the ball
  • Strong written and verbal communication skills; able to represent the CEO professionally in external communications
  • Hands-on experience with project management tools (Daylite, Asana, Jira, Monday.com, Notion, or equivalent)
  • Comfort with social media platforms (LinkedIn, YouTube, Instagram) and content publishing workflows
  • Exceptional organizational skills and an obsessive attention to detail
  • Ability to work independently, take initiative, and exercise sound judgment with minimal supervision
  • High degree of discretion and professionalism when handling sensitive CEO-level communications
  • Experience with podcast coordination workflows
  • Familiarity with SaaS development cycles, sprint planning, or Agile methodologies
  • Background working directly with a founder or C-suite executive in a fast-moving startup or growth-stage company
  • Experience creating or maintaining knowledge base pages (e.g., Confluence, Notion, Coda)

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