Executive Assistant

About the Role

We're looking for a highly organised, proactive, and resourceful Executive Assistant to support our clients team. This isn't a traditional EA role, you'll be a true right hand, helping keep the business moving forward across operations, marketing, and day-to-day execution.

In a small startup environment, no task is too big or too small. You'll jump between scheduling investor and sales calls, organising product discussions, supporting marketing launches, and making sure nothing falls through the cracks.

If you thrive in fast-paced environments, love wearing multiple hats, and enjoy bringing order to chaos, this role is for you.

What You'll Be Doing

Be the Right Hand to the Founding Team

• Own and manage complex calendars, protecting time and prioritising what matters most
• Coordinate meetings, prep agendas, and ensure clear action items and follow-ups
• Help translate discussions into next steps and execution
• Handle inbox management and communications when needed
• Daily team stand-up meetings
• Regular, frequent check-ins with leadership especially in the early stages
• This role will initially align more closely with the executive's working hours to ensure strong partnership and support

Keep the Business Running Smoothly

• Act as the glue across teams, connecting leadership, product, marketing, and operations
• Help build and improve internal processes as we scale
• Capture and track expenses and work with our accounting firm to maintain automated financial systems
• Jump in to solve problems and remove bottlenecks

Drive Execution & Accountability

• Track key priorities, projects, and commitments across the company
• Ensure follow-ups are completed and deadlines are met
• Maintain visibility into what is in progress across teams
• Help leadership stay focused on highest-priority work

Support Growth & Marketing

• Help coordinate marketing campaigns, partnerships, and launches
• Assist with social media, newsletters, or content coordination as needed
• Organise events, webinars, and outreach efforts, and take ownership of booking and coordinating all leadership travel (flights, accommodations, itineraries) to keep everything running smoothly.
• Keep timelines and deliverables on track

Support Sales & CRM Operations

• Maintain and update CRM (contacts, deals, pipeline tracking)
• Support lead sourcing and outreach coordination
• Track sales pipeline, meetings, and follow-ups
• Ensure no opportunities or relationships fall through the cracks
• Assist with preparation of sales materials and meeting coordination

Manage Basic Internal IT Systems

• Manage company tools and accounts (Google Workspace, Microsoft, SaaS tools)
• Provision and maintain user access, permissions, and licenses
• Coordinate equipment procurement and onboarding setup

Do What It Takes

• Take on ad hoc projects across the business
• Help with research, presentations, and special initiatives
• Step in wherever needed, this role will evolve as we grow

What We're Looking For

• 3+ years experience in an EA, operations, or coordination role (startup experience is a big plus)
• Extremely organised with strong attention to detail
• Proactive, you don't wait to be told what to do
• Comfortable with ambiguity and shifting priorities
• Strong communicator (written and verbal)
• Familiar with tools like Google Workspace, Slack, and project management platforms (e.g., ClickUp/Asana), with a strong curiosity and willingness to learn new systems as we grow
• Someone who thrives in a “figure it out” environment

You'll Thrive Here If You

• Like moving fast and getting things done
• Enjoy wearing multiple hats and learning new things
• Are comfortable with a bit of chaos and can bring structure to it
• Want to be part of building something from the ground up
• Take ownership and pride in your work

Why Join Us

• High impact role working directly with leadership
• Opportunity to grow as the company scales
• Be part of an early-stage team shaping the future of digital health
• Your work will actually matter, every day

Salary
We're open on salary and willing to pay competitively for the right person. Expected range: $65,000 – $80,000, depending on experience, with flexibility for an exceptional candidate.

Work Environment
This is a hybrid role. The current schedule is:

• In-office (Vancouver): Monday, Wednesday, Friday
• Remote: Tuesday, Thursday

We expect this rhythm to be followed initially, with flexibility as we establish what works best.

Hours & Availability

• Standard working days are Monday to Friday
• We operate on core hours from 11:00 AM – 3:00 PM to support collaboration and meetings
• Outside of core hours, there is flexibility to start earlier or later depending on preference

While we're supportive of flexible work arrangements (including a potential 4-day work week in the future), this role will require a consistent 5-day schedule for the foreseeable future as the business scales.