Job Overview

Our client is looking for an Executive Assistant to serve as the central organizational hub for a dynamic CEO who balances clinical practice, academic responsibilities, and business operations. This is not a typical scheduling role. You will own everything from executive calendar management across multiple professional domains to personal life coordination, research support, and high-stakes administrative projects. If you thrive on variety, take pride in flawless execution, and want a role where excellent work means long-term partnership, this is your opportunity.

Client Overview

Our client is a thriving medical aesthetics clinic based in Vancouver, Canada, specializing in neurologic consultations and cosmetic treatments including Botox. The clinic is in growth mode, expanding its team of doctors and allied providers while maintaining a strong academic presence through university appointments and speaking engagements.

Schedule

• Monday - Friday, 9:00 AM - 6:00 PM Pacific Time (Vancouver) (40 work hours per week)

Responsibilities

• Manage complex scheduling across clinical work, academic appointments, on-call schedules, and personal commitments with zero conflicts
• Monitor and organize multiple inboxes, serving as point person for communications while copying the CEO on all relevant correspondence
• Create detailed spreadsheets for recruitment, vendor comparisons, and operational analysis
• Research and present options for business decisions including vendor selection, travel bookings, and service providers
• Prepare and polish presentation slides and documents for academic speaking engagements
• Coordinate reference checks and organize candidate information during hiring processes
• Collaborate with in-person admin assistant to ensure seamless business operations coverage
• Conduct research using peer-reviewed journals and academic literature when needed
• Handle personal errands and appointments including service scheduling and vendor coordination
• Proactively identify opportunities to improve systems and workflows without waiting for direction

Requirements

• Proven experience as an Executive Assistant or Personal Assistant supporting C-level executives
• Exceptional attention to detail with zero tolerance for errors or careless mistakes
• Advanced proficiency in Microsoft Office Suite including Outlook, Excel, PowerPoint, and Adobe PDF tools
• Demonstrated ability to learn tasks once and execute independently without constant supervision
• Strong research skills with ability to evaluate credibility of sources and avoid fraudulent vendors
• Excellent written and verbal communication skills
• Proactive, drive-oriented personality with the ability to anticipate needs
• Professional boundaries and discretion when handling sensitive business and personal matters
• Ability to manage multiple priorities across personal, academic, and business domains simultaneously

Nice to Have

• Experience supporting professionals in the medical or wellness industry is a bonus
• Familiarity with academic environments, peer-reviewed journal research, and speaking engagement coordination
• Experience with AI tools like ChatGPT and understanding how to use them strategically without over-relying on them
• Experience supporting clients in recruiting and hiring processes

Independent Contractor Perks

• Permanent work from home
• Immediate hiring
• Health Insurance Coverage for eligible locations

Note

Please click the "Apply" button to complete your application, including the assessment questions, technical check, and voice recording. Your hourly pay rate will be established based on your performance in the application process; submissions with all requirements fulfilled will receive priority review.

One application, multiple possibilities: When you apply, our team reviews your background against all current openings, not just this one! If a different role fits your skills, we'll get in touch! We also encourage you to keep exploring our job board and apply directly to any position that excites you.