Executive Operations Specialist

Who we are

White Raven Brands is the parent company behind a portfolio of brands.

Our primary operating brand is Big Star Lights, a product-led business serving the seasonal and exterior lighting space. We also operate FestiLight, a service business delivering lighting programs for customers who want a turnkey experience.

In addition to these two core businesses, we operate smaller product lines and sub-brands including Chromaglow, CleverClips, and SecureStrap.

Across the portfolio, we serve:

• Trade professionals, including holiday lighting companies, exterior lighting contractors, and other home service businesses

• Consumers, through our direct-to-consumer brands and online storefronts

While our brands span different business models, they share deep roots in decorative lighting and a practical focus on quality, reliability, and execution.

The role

We are looking for an Executive Operations Specialist to serve as the Strategic Engine for our Director at White Raven Brands.

This is not a traditional assistant role. It is a high-accountability position for a systems-minded operator who thrives on order, efficiency, and follow-through, and wants to grow beyond pure administrative support.

Your mission is to run the Director’s communication and internal admin ecosystem so effectively that you can handle 80% of incoming tasks and inquiries independently. You will build the systems that protect leadership’s time, keep priorities clear, and help White Raven Brands stay agile as we scale.

What success looks like

• The Director’s inbox and DMs are consistently triaged, organized, and under control

• Most inbound requests are handled or routed with minimal back-and-forth

• Meetings run with clear agendas and follow-ups, and action items are tracked to completion

• Core admin and operating processes are documented and no longer dependent on tribal knowledge

Key responsibilities

• Inbox & Communication Mastery: Own the Director’s primary inbox and Slack DMs. Triage messages, draft responses in the Director’s voice, and drive the inbox to zero daily

• Calendar & Flow Optimization: Proactively manage the Director's schedule to protect deep-work blocks. Prepare meeting agendas, briefing notes, and follow-up summaries so commitments are clear and nothing gets dropped

• Operational Systems (Internal Admin): Spot “leaky” processes and build SOPs to plug them. Support with expense reconciliation, contract filing, and basic People Ops tasks (onboarding and interview scheduling)

• Strategic Project Tracking: Maintain a clear system for tracking commitments made by the Director and ensure follow-through across the team

• Internal Comms & Documentation: Turn rough notes or voice memos into polished internal updates, templates, and documentation the team can actually use

• Travel & Logistics: Coordinate business travel and trade show logistics end-to-end, ensuring the Director is briefed and prepared for every trip

Desired experience and skills

• Proven background as a Senior EA, Operations Coordinator, or Project Lead—ideally in a fast-paced ecommerce or agency environment

• Expert-level proficiency in Google Suite (Sheets/Drive), Slack, and Project Management tools (Asana, Notion, or ClickUp)

• Natural systems thinker with the ability to turn messy workflows into repeatable SOPs

• High agency: you spot gaps and fill them, preferring ownership over being managed

• Ability to write professionally and adapt tone to match leadership, maintaining high discretion and diplomacy

Who we’re looking for

• A “Type A” Operator: Someone who finds genuine satisfaction in organization, Inbox Zero, and a perfectly managed calendar

• A Force Multiplier: You take pride in making leadership more effective by owning the “how” so they can focus on the “what”

• A High-Accountability Peer: You want a role where you are trusted as a partner in the business, not just support staff

• Chief-of-Staff Mindset: You think in systems, anticipate downstream impacts, and take ownership end-to-end as you build toward a Chief of Staff path

Compensation

• Pay range: 72,000 – 78,000 CAD per year (Remote)