Executive Assistant / Operations Coordinator
About the role and the company hiring.
About us
We're an established, family-run Irish retail business — nearly 50 years old, 25 staff across two physical stores and a fast-growing e-commerce operation. The owner (your direct manager) is ambitious, moves fast, has deep product knowledge — and will tell you himself that he is disorganised. That's where you come in.
We are aggressively adopting AI across the business — the CEO has already built AI systems for content, sales analysis and stock analysis, with more rolling out. You'll be at the centre of running them.
The Role
You are the organised half of the CEO. Your job is to make sure nothing he says, decides, or promises falls through the cracks — and to push information, tasks and training out to the team so he doesn't have to.
Core responsibilities:
Own the task system. Capture actions from the CEO's calls, voice notes and messages; maintain a single prioritised tracker; chase every open item until it's closed.
Chase the team. Follow up with our store managers and ops managers on updates, deadlines and loose ends — politely, relentlessly.
Drive our staff app (Connecteam). Build and publish tasks, announcements, forms and training courses to 25 staff. You'll use AI to generate training content and SOPs from the CEO's product knowledge.
Email marketing. Help run our email programme (we're migrating platforms — you'll help own that migration), drafting campaigns with AI and managing the calendar.
Run and extend our AI systems. The CEO has already built a set of AI-powered workflows (primarily on Claude) — SEO blog production, email marketing content, sales analysis and stock analysis — with more in the pipeline. You'll operate, monitor and maintain these day-to-day, quality-check outputs before they go live, and build new ones as needs arise. None of this is rocket science — with AI tools and a resourceful attitude, you can build most of what we need. Prior coding experience isn't required; the willingness to open Claude and figure it out is.
Buying support. Assist the CEO with purchasing admin, including placing regular stock replenishment orders. The order quantities come from our Claude-based stock analysis — your job is to review, sanity-check and execute them in our ERP.
AI-assisted projects. Price label/tag creation, document creation, reporting, light automations. We use Claude, ChatGPT and similar tools daily — you'll be expected to as well.
Backup admin. Ad-hoc purchase orders and general business admin.
Who we're looking for
Non-negotiable:
Obsessively organised. Lists, systems, follow-through. If a colleague has ever described you as "OCD about organisation," this is your job.
A "figure it out" operator. "I don't know" and "I can't do that" don't exist in your vocabulary — it's 2026, you have AI, you work out how. What we do want to hear is "I haven't done that before — here's how I'll crack it." If you need step-by-step instructions for everything, this isn't your role.
3+ years supporting a business owner, director or executive (EA, chief-of-staff, ops coordinator or similar).
Excellent written English — you'll write to staff on the CEO's behalf.
Comfortable chasing people senior to you for updates without being asked twice.
Genuinely uses AI tools already (not "willing to learn" — already using them weekly). You'll be asked to demonstrate this.
Strong advantage:
Hands-on experience with Claude specifically (Projects, Claude Code, or agent workflows).
Experience with retail/e-commerce, Shopify, or staff-management apps like Connecteam.
Experience building simple automations (Zapier/Make) or working with AI beyond chat (projects, agents, workflows).
Email marketing platform experience; SEO content experience.
Purchasing, stock control or supply-chain admin experience.
How we work with you
Irish business hours, Monday–Friday.
Daily 5-bullet end-of-day summary; weekly review call with the CEO.
Output-based management — we measure what gets done, not hours on camera.
One-month paid trial period, then ongoing contract with room to grow as the business grows.
How to apply
Send the following (applications missing any item will not be reviewed):
Your CV.
A short note (max 200 words) describing the most disorganised person you've ever supported and one system you built to fix it.
One concrete example of something you've built or automated with AI tools — with enough detail that we can tell you actually did it.
Include the word "lighthouse" in the first line of your note.
Shortlisted candidates complete a short paid trial task (≈2 hours, paid) before interview.
This is a direct company role. Apply with a short statement and resume. HireSava does not charge applicants or sit in the middle of your application.
How to apply
Hit Apply now. You will be asked for a short application statement, your resume, and answers to any screening questions the employer added for this role.