Executive and Operations Assistant

1. Role Snapshot

Be the founder’s right hand: clear his admin, keep the team on schedule, and drive every Amazon & Shopify launch to profitable completion.

2. Who Thrives in the job:

Relentlessly proactive – stops problems before they hit the founder.
Razor sharp with details – spots typos, bad numbers, sloppy designs instantly.
Fast, clear communicator – replies within an hour during overlap hours; pushes for clarity.
Confident English speaker – comfortable calling suppliers, designers, freight forwarders.
Commercial thinker – understands margin, conversion, customer experience.
AI savvy – uses ChatGPT, Midjourney, & similar tools to create copy, images, SOPs quickly.
Thick skinned & decisive – nudges teammates, escalates blockers, owns outcomes.

3. What You’ll Handle:

Personal Support - Book travel, licence renewals, purchases
Meetings & Notes - Join Zoom/Fathom calls on weekdays plus 1–2 weekend hours when needed
Task & KPI Tracking - Keep all tasks, owners, and due dates in Notion 100?% current.
Team Accountability - Run two mid?week check?ins; surface late items early; re?assign or escalate fast.
Research & Vendor Support - Compare suppliers, pull quotes, update landed?cost sheets, recommend best choice.
Quality Control - Flag weak copy, low?quality images, or poor listings and brief designers/VAs with exact fixes.

4. First 90 Day Milestones:

Day 30 – Calendar conflict free; first Friday Status sent; founder no longer books his own chores.
Day 60 – Two check ins per week live; Notion shows >95% task accuracy; all blockers surfaced early.
Day 90 – Founder spends zero time on admin follow up; first product tasks you drove are delivered; one documented process improvement is adopted.

5. Must Have Background:

3–5 years EA / Ops Assistant in e commerce (Amazon or Shopify).
Fluent spoken & written English.
Familiar with Notion, Dropbox, Mattermost (or similar tools) and quick to learn new SaaS or AI tools.
Availability: 2–3 weekday hours overlap with Toronto plus 1–2 weekend hours.

6. Pay & Bonus (all figures in CAD):

Base Pay – $10 per hour · 10 hrs/week = ~$400 per month

Monthly Performance Bonus – up to $100 (see Scorecard below)
Eligibility: all bonuses start after you pass the 3 month probation.

Quarterly Product Bonuses (eligible once you have been with the company 6?months)

Launch Bonus (one time) – $50 when a new product’s average gross margin reaches 10% or higher and total sales are at least $1,000 in its first three months.

Ongoing Margin Bonus – every quarter the product stays above 10%, you earn: (Average Margin 10%) × 10% of that product’s quarterly sales

Example – 15% margin on $35,000 sales
Extra margin = 15% - 10% = 5%
Bonus rate = 5% × 10% = 0.5% of sales
Ongoing bonus = 0.5% × $35,000 = $175

Illustrative Quarterly Earnings (10 hrs/week · all KPIs met · one product at 12% margin & $20k sales):

Base pay: 10?h × $10 × 12?wks = $1,200
Performance bonus: $300
Product bonuses: $50 launch + $40 ongoing (12% - 10% = 2% ---> 0.2% × $20k) = $90
Total potential = $1,640 (~67,200 at 41 = $1 CAD)
No cap: higher margins or multiple products increase your bonus.

7. Monthly Scorecard (up to $100):

Calendar & Communication – $25: no clashes; founder messages answered <2?h during overlap.
Notion Hygiene – $25: tasks & notes current; meeting summaries clear.
Follow?up & Accountability – $25: deadlines met or escalated before slipping.
Initiative & Problem?Solving – $25: at least one accepted cost/time?saving idea.

8. Growth Path:

Executive Assistant ---> Operations Manager ---> Operations Director

9. How to Apply (follow every step):

Attach your PDF résumé.
Complete the 15-min hirewire recorded video interview – ----------
Finalists: 30 min Zoom scenario interview.
Any missed step from the above means an automatic decline.