Operations and Executive Support Coordinator

We are looking for an Operations and Executive Support Coordinator to be the calm, organised centre of our business and the CEO's right hand.
Your role is to protect the CEO's time and keep the business running smoothly, starting with our inbox and calendar, and extending across our finances, systems and coordination.
Day to day you will be responsible for:
Managing the CEO's inbox daily: reviewing emails, responding to standard enquiries with our templates, labelling to our system, flagging priorities and escalating anything sensitive, so nothing sits longer than 24 hours
Managing the CEO's calendar and bookings: scheduling, confirming, resolving conflicts, and drafting replies on the CEO's behalf for approval
Preparing our monthly royalty reports and supporting our bookkeeping, chasing invoices and reconciling payments for the CEO to approve. The CEO approves and releases all payments
Keeping our systems, tools and accounts tidy and up to date, and maintaining our SOPs
Preparing for internal sync meetings, tracking actions in Asana, and chasing the team and the CEO for inputs
Coordinating resources and keeping projects moving to their deadlines
We are looking for someone who:
Is exceptionally organised and stays calm under pressure
Has strong written communication and a warm, professional email manner
Has some experience with bookkeeping or numbers, or is confident learning it
Is discreet and trustworthy with confidential information
Knows or can quickly learn Google Workspace, Asana, Stripe and a bookkeeping tool such as Xero
You will be part of a busy publishing and author services business. We are heart led and very friendly, but we work fast. This is not a role for someone who does not thrive in a high pressure, fast paced environment.
If you are the right person for this role, please send a Loom video, a copy of your CV, and answer the following questions in your application and video:
a) What excites you about working for The Book Doula?
b) Why are you the perfect person for this role?
c) What is your favourite memory of bringing order to something chaotic, or making someone's life easier, and why?
d) What is your favourite product or brand, and why?
Learn more about our brands by ---------- ---------- on Instagram.
Please note: AI recorded videos, scripted videos, and applications that do not follow these instructions will be instantly rejected.
This role starts as part time and has the opportunity to grow into something more. We want long term tea ---------- mbers.