Administrative Assistant

Schedule:

• 20+ hours per week with potential to grow to full-time
• EST business hours overlap required for training and collaboration

Client Timezone: EST (Toronto, Canada)

Client Overview

Join an innovative entrepreneur who is simultaneously building multiple ventures in the healthcare sector. This dynamic business leader is actively acquiring healthcare businesses while also launching new ventures, bringing 15 years of international entrepreneurial experience including successfully building and selling a solar energy company. Based in Toronto, they’re focused on the Canadian market and offer excellent exposure to entrepreneurship, business development, and the rapidly growing healthcare industry. This position provides the flexibility to grow with expanding businesses and be instrumental in supporting a visionary leader who values organization and strategic thinking.

Job Description

This role offers an exciting opportunity to be the organizational backbone for a multi-faceted entrepreneur operating in the healthcare space. You’ll be supporting both business acquisition activities and new venture development, handling everything from CRM management and market research to personal administrative tasks. This position is perfect for someone who thrives in a dynamic environment, enjoys variety in their work, and wants to gain exposure to entrepreneurship and business development. You’ll have the opportunity to directly impact business growth while developing valuable skills in research, analysis, and business operations. The role offers significant growth potential as the businesses expand and evolve.

 

Responsibilities

• Conduct comprehensive research on local services and businesses, compile findings into organized spreadsheets, and manage outreach communications
• Maintain and optimize HubSpot CRM system to track business acquisition contacts, deals, and pipeline management
• Perform detailed competitor analysis and market research for potential healthcare business acquisitions
• Monitor 10-15 business listing websites weekly to identify new acquisition opportunities and register interest on behalf of the client
• Handle general administrative tasks including calendar management, email correspondence, and day-to-day business operations
• Organize and maintain information systems to ensure business activities remain structured and progress efficiently
• Support deal pipeline management and provide regular updates on acquisition opportunities
• Conduct industry research and analysis to evaluate the viability and potential of business deals
• Assist with personal administrative tasks such as vacation planning, daycare research and applications, and other personal projects
• Manage basic correspondence and communication with various stakeholders including brokers, advisors, and business owners

Requirements

• Strong research and analytical skills with proven ability to compile, organize, and present information effectively
• Experience with CRM systems, particularly HubSpot, or demonstrated ability to quickly learn new software platforms
• Excellent written communication skills for professional email correspondence and outreach activities
• Advanced proficiency with Google Sheets/Excel for data organization, tracking, and analysis
• Ability to work independently with minimal supervision while following clear direction and maintaining high standards
• Exceptional organizational skills and meticulous attention to detail
• Availability to work during EST business hours for training sessions, meetings, and real-time collaboration
• Previous virtual assistant, administrative, or business support experience strongly preferred
• Reliable high-speed internet connection and professional home office environment
• Self-motivated with ability to manage multiple projects and priorities simultaneously
• Discretion and professionalism when handling confidential business and personal information