Executive Operations Coordinator Office of the CEO. Full time. In person in Halifax, Nova Scotia.

Employment:

Full time, salaried, through Fundmetric. Compensation: $50,000 to $60,000 a year, set to experience. Reports to: Mark Hobbs, Chief Executive Officer. Works with: The VP of Strategy and Operations, our account managers, our engineering and data science teams and our outside bookkeeper.

About Fundmetric

Fundmetric builds fundraising intelligence for universities and foundations. We turn donor data into predictions, appeals and dashboards that help advancement teams raise more with fewer people. Our clients include university foundations across the United States, we run our own industry events and we ship a lot of physical things to a lot of places. We are a small team, so everyone's work is visible and everyone's work matters.

The role

This is the coordination hub of the company. Right now that work is spread across the CEO, the VP of Strategy and Operations and two account managers who should be spending their time with clients. You will take it off their desks and run it.

The job has four parts: keeping the CEO's day and the account team's client meetings organized, running the logistics for our conferences and travel, keeping the office and our administrative systems in order and being the first person anyone calls when something small is broken. Most days include all four.

The CEO uses a power wheelchair. Part of this role is the travel and equipment coordination that comes with that: airline accessibility paperwork, accessible ground transport, hotel requirements and following up with the equipment vendors who keep the chair running. This is business continuity work. If the CEO can't move, the company slows down. It is the same category as making sure the trade show booth arrives on time, and it is handled in the same organized, documented way.

This work is hard to do well because most people won't hold the line on the details, and holding that line is the whole job. If you want a role where good enough is good enough, this will not be a good fit, and that's fine. If you are in a position where you're ready to take that first step into a career and grow with us, then keep reading.

You manage the work. You don't absorb it. When a cleaner needs supervising, you supervise. When the studio needs a contractor, you find one, get a quote and get it booked. When a video needs editing, you brief our production vendor and hold them to the deadline. The instinct to "just do it myself because it's faster" is the wrong instinct for this role. Your job is to get the work done by the right person on time, and to know the difference between running it and doing it.

You write everything down. Every instruction you're given goes into your system the first time. Every vendor call gets a written recap the same day. This ensures we have documentation when expectations need to be monitored. Every task in Asana has a status that someone else could read and act on. If you need to be told something twice, that is a miss. If you need to be told three times, this is the wrong job.

You finish things. A task that is 80 percent done is not done. Ownership means you carry it to completion, you confirm it in writing and you flag it early if it's going to slip. It does not mean you report that you looked into it.



Much of this means leaving things that need to be looped back to, and going on to other tasks, and knowing to come back.

You value time, yours and ours. A ten-minute task done twenty times a week is a job. You plan your day, you batch what can be batched and you build the checklist so the third time is faster than the first. Things should take less time as you learn them, not more.

You run when the CEO is away. Our leadership travels for conferences and client visits, sometimes for a week at a time. That is when this role proves itself. The list gets shorter while they're gone.

You learn fast and you use the tools. We use AI in everything we do and we expect you to use it to learn what you don't know, draft what you need to draft and find answers before you ask. We'd rather hire curiosity and speed than exact experience.

What you will own

Scheduling and calendar You run the CEO's calendar and the client-meeting scheduling for the account team. That means finding times across time zones, sending invites, confirming attendance, chasing replies from client contacts who take three weeks to answer and posting the day's schedule to the team every morning at 9:15. You keep at least 15 minutes between meetings, you check that everyone on our side is free before you propose a time and you know who's who at each client account.

When a meeting produces commitments, you make sure they land in our tracking system with an owner and a date.

Conferences, events and shipping We exhibit at four to six industry conferences a year and host our own invitational convening each fall.

You own the logistics end to end: registration and promo codes, booth and table orders, labor and AV forms, hotel blocks and room bookings, printing of brochures and signage, shipping to and from the venue through our logistics vendor, return freight, inventory of what came back and every invoice along the way. When a printer misdelivers a box to the wrong hotel the night before a show, you're the one who finds it.

Travel You book flights, hotels and ground transport for the CEO and the team, with accessibility requirements handled correctly the first time. You file the airline mobility forms in advance, confirm accessible rooms in writing, arrange wheelchair-accessible taxis and van rentals and keep a written itinerary in Box with every confirmation linked. You maintain the standard packing list and travel procedures so every trip runs off the same checklist.

Billing, expenses and vendor accounts You keep receipts flowing into Dext, support our bookkeeper with the documents she needs for month end, send invoice reminders so receivables don't sit and keep our vendor accounts clean. That includes telecom and software subscriptions, removing seats when people leave, catching renewals before they bill and questioning anything that looks wrong.

You process HR paperwork through Humi: onboarding recent hires, vacation balances,



payroll change notices and records of employment with the bookkeeper.

Office, studio and supplies The office runs without anyone having to ask. Coffee, snacks and supplies are stocked before they run out. Mail is checked. Packages are received, logged and put where they belong.

Building access cards are issued and recovered. Printing for client work and trade shows goes out on time. Desk areas and cable management stay to the standard we set. Storage units are inventoried and you know what's in them.

When the studio or office needs work done, you hire and manage the people who do it.

First-line technology and equipment You're the first call when the Wi-Fi drops, a smart-home device goes offline, a laptop needs to be ordered or a phone needs to be returned inside its window. You coordinate with the wheelchair repair vendor on parts and service timelines, chase equipment orders to delivery and log test results and serial numbers so nothing lives only in someone's head. Security and compliance work sits with our analyst; you handle the everyday things.

Video and content publishing You manage our video production queue with our outside vendor, brief each project, hold the vendor to deadlines, keep the branded templates current and publish finished work to our YouTube channel with the right visibility settings.

Systems and documentation Every recurring duty gets a written procedure in our Executive Operations binder in Box. Every vendor call gets a written recap the same day, because if it was verbal, it did not happen. Refunds go back to the original card. Purchases over a set amount get approval first. You inherit a binder that is partly built and you finish it, then you keep it current.

How we'll work together

You work closely with the CEO and the VP Strategy & Operations but you you will help and elevate members of our entire team. You get 15 minutes with the CEO to set the day and a 30-minute priorities meeting each week to set the order of work. Instructions come to you in writing through Asana, and if one arrives verbally, you write it up and confirm it the same day.

You will always know what matters most and what done looks like. If required, we will help you obtain the necessary visas and documentation for travel, but you must be willing to travel from time to time throughout the year. We also need to recognize that hours may flex from time to time.

While the majority of the work will be 9 to 5 pm, there will be company retreats and other evenings that may require flexible hours.

Where this role goes

We're hiring this role to grow. The path is to Operations Manager, with authority over vendors and budget and, as the company grows, a hire of your own. It is earned, not scheduled. In the first year that means running one conference end to end with nothing escalated, owning month-end with our bookkeeper without being chased and taking scheduling for at least one team member fully off their plate. Do those three and we'll have the title conversation. The compensation grows with the title.

What we're looking for

Professional written and spoken English. You'll be writing to university executives, vendors and airlines every day, and your recaps are the record we run on. We're looking for someone who can anticipate what each member of our team needs before they even know they need it.

📌 Executive Operations Coordinator (Halifax Regional Municipality)
🏢 Fundmetric
📍 Halifax Regional Municipality