Project Coordinator & CEO Operations… at Marketcircle · Toronto

We are looking for a highly organized, proactive, and tech-savvy Project Coordinator & CEO Operations Manager to join our team on a 1-year contract (mat leave coverage). This is a dual-function role that sits at the intersection of project management and executive support. You will be the operational backbone of our CEO’s day—keeping priorities on track, managing communications, and ensuring nothing falls through the cracks—while simultaneously driving cross-functional projects from kickoff to deployment.

If you are someone who thrives in a fast-paced environment, loves bringing order to complexity, and has a knack for both detail-oriented execution and high-level coordination, this role was built for you.

• 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.

Required

• 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

Preferred

• 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)

In your first 90 days, you will have embedded yourself into the CEO’s workflow, gained full visibility into active projects, and established reliable systems for communication tracking and podcast coordination. By month 6, you will be running projects independently and serving as a trusted proxy for the CEO across internal and external stakeholders. By month 12, you will have measurably improved the CEO’s execution rate on strategic priorities and delivered projects on time with clear documentation and stakeholder alignment.