Project Coordinator – CEO Operations Manager

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🕒 May 12

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Marketcircle

WebsiteLinkedInAll Job Openings

11 - 50 employees

☁️ SaaS

⚡ Productivity

🏢 Enterprise

SaaS • Productivity • Enterprise

Marketcircle is a company that develops Daylite, a CRM, sales, and project management app designed for Mac, iPhone, and iPad users. Daylite helps small businesses streamline and manage their client relationships, sales opportunities, and project execution. The app integrates with Apple products to provide seamless communication and organization for business users, making it easier to prioritize tasks and maintain efficiency. Marketcircle aims to support business owners in regaining control of their operations by offering tools that reduce the time spent on management tasks, thereby allowing more focus on business growth and client satisfaction.

📋 Description

• 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.

🎯 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)