Executive Assistant and Operations Coordinator

Summary

Join Hadley Designs as the Strategic Executive Coordinator and become the CEO's ultimate ally, supporting him in both professional and personal aspects. This high-impact role involves managing complex calendars, leading hiring processes, streamlining family logistics, and creating efficient systems. You will be responsible for protecting the CEO's focus, coordinating team efforts, and handling various administrative tasks. The ideal candidate is a highly organized, assertive, and detail-oriented individual with experience in executive support and a proactive approach. This position offers a remote-first work environment with flexible hours, paid time off, and access to professional development opportunities. If you thrive in a fast-paced environment and are passionate about making a real difference, this is the perfect opportunity for you.

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

Responsibilities

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

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