Department: Administration
Reports To: Operations Director
Employment Type: Full-Time (1.0 FTE)
Compensation: Starting at minimum point, $24.24. Will progress to mid and max point according to the clinic’s policy.
Probation period: Three months from the position start date
Effective Date: July 2026
Location: Changepain Medical & Allied Health Clinic
Application & Interview Process: Interested candidates are asked to submit a resume. Cover letter is optional.
1. Position Overview
The Operations Executive Assistant is a role responsible for delivering high-level executive support to the Leadership team. The successful incumbent will demonstrate sound professional judgment, proactive problem-solving, and an unwavering commitment to confidentiality and organizational values. This role requires the capacity to manage multiple complex priorities concurrently in a dynamic, fast-paced healthcare environment while maintaining a consistently high standard of quality, accuracy, and discretion. The scope of this role continues to evolve alongside technological advancements and ongoing collaboration with the IT team.
2. Key Responsibilities
2.1 General Leadership Team Administrative Support
Scope: Operations Director • Fellowship Director • IS Director,
- Manages complex, high-volume calendars for the Leadership Team, scheduling appointments, coordinating logistics for onsite and offsite meetings, and ensuring the efficient allocation of meeting resources and support services.
- Acts as a professional liaison on behalf of the Leadership Team, facilitating timely and effective communication with internal staff, external partners, and other key stakeholders.
- Plans, coordinates, and oversees the execution of internal and external organizational events, ensuring seamless delivery and alignment with institutional objectives.
- Collaborates cross-functionally with all departments to support consistent, effective, and integrated clinic operations.
2.2 Meeting Management & Executive Documentation
- Records, prepares, and distributes accurate and comprehensive minutes for leadership, operational, and interdepartmental meetings; tracks resulting action items and follows up with responsible parties to ensure timely completion and accountability.
- Prepares agendas, executive briefing notes, summary reports, and supporting documentation in advance of leadership and operational meetings, ensuring materials are accurate, relevant, and distributed within required timelines.
- Manages the Director’s incoming correspondence and communications, triaging and prioritizing items by urgency and relevance, and drafting responses or preparing materials for review as required.
- Designs and prepares presentation decks, data summaries, and visual reports to support the Operations Director in leadership meetings, board presentations, and organizational briefings.
3. Executive Support — Fellowship Director
- Provides comprehensive administrative support to the Fellowship Director across all aspects of program administration, including scheduling, registration, and communications management.
- Maintains and updates the Fellowship Program Handbook on a regular basis; administers payment schedules for fellows in accordance with program guidelines and established timelines.
- Coordinates fellowship meetings and maintains accurate, up-to-date attendance records for program compliance and reporting purposes.
- Manages external stakeholder communications related to the Fellowship Program on behalf of the Fellowship Director, ensuring consistent, professional representation.
4. Executive Support — Operations Director
The following sub-sections outline the scope of operational and administrative support provided to the Operations Director. This support encompasses recruitment administration, vendor and contract management, meeting and documentation services, operational project coordination, medical clinic inventory management, and general office administration.
4.1 Recruitment & Onboarding Administration
- Supports the Operations Director in the execution of recruitment activities, serving as the primary point of contact for candidates throughout the selection process, including scheduling interviews, coordinating observation days, and facilitating timely and professional candidate correspondence.
- Collaborates with the IT Assistant to administer and process employment contracts and offer letters using approved organizational templates, ensuring accuracy and compliance with applicable employment standards.
- Coordinates the collection, verification, and secure filing of all pre-employment and onboarding documentation, including credential confirmation, signed agreements, payroll forms, and other required compliance materials, in accordance with organizational policies and applicable privacy legislation.
- Collaborates with other clinic’s administrative support to gather and disseminate new employee biographical and introductory profiles to relevant staff and departments, facilitating smooth organizational integration and cross-team awareness.
- Collaborates with the IT Department to coordinate the timely provisioning of system access, hardware, software, and general technical onboarding requirements for all new employees and practitioners.
- Prepares, distributes, and processes all HR-related documentation for staff and practitioners throughout the employee lifecycle, including contract amendments, role changes, and offboarding documentation.
- Collaborates with the IT Department to maintain and update employee HR records within designated organizational platforms (e.g., Zoho, SharePoint), ensuring data accuracy, completeness, version control, and compliance with applicable recordkeeping standards.
4.2 Vendor Relations & Contract Administration
- Serves as the primary organizational point of contact for external vendor inquiries, screening, prioritizing, and directing incoming requests in accordance with established operational guidelines and the Operations Director’s directives.
- Prepares initial draft responses to vendor correspondence—including emails, letters, and other communications—on behalf of the Operations Director, ensuring professional tone, accuracy, and timely delivery.
- Collects, organizes, and presents relevant background information and due diligence materials to support the Operations Director in evaluating vendor qualifications, service offerings, and organizational fit.
- Conducts a preliminary review of incoming vendor agreements and contracts, identifying key terms, obligations, renewal dates, and potential compliance considerations, and summarizing findings for the Operations Director’s informed review.
- Maintains a centralized vendor registry and contract tracking system, monitoring the status of active agreements, renewal timelines, and outstanding vendor-related action items to ensure organizational continuity.
4.3 Operational Project Coordination
- Monitors and tracks timelines, milestones, and deliverables for key operational projects and strategic initiatives under the direction of the Operations Director, providing regular progress updates and proactively flagging risks, delays, or dependencies.
- Coordinates cross-functional workstreams by liaising with departmental leads to gather project status updates, consolidate information, and prepare concise progress reports for leadership review and decision-making.
- Maintains and periodically reviews organizational standard operating procedures (SOPs), administrative workflows, and operational guidelines, recommending and implementing updates to reflect current practices, regulatory changes, or operational improvements.
- Assists in the planning, coordination, and execution of organizational change initiatives, staff engagement activities, and clinic-wide projects as directed by the Operations Director.
- Maintains a centralized operational calendar, tracking key organizational deadlines, renewal dates, regulatory compliance timelines, and scheduled initiatives across departments.
4.4 Office Administration & Records Management (in Collaboration with IT)
- Maintains accurate, current, and well-organized organizational records, policy documents, administrative databases, and filing systems, ensuring compliance with applicable recordkeeping standards and privacy legislation.
- Coordinates the preparation, execution, and secure archival of organizational agreements, contracts, and compliance-related documentation in collaboration with the Operations Director and relevant stakeholders.
- Supports the preparation and distribution of all-staff communications, operational announcements, and policy updates on behalf of the Operations Director, ensuring consistent, clear, and timely messaging.
- Assists in the maintenance and continuous improvement of internal administrative systems and tools, identifying opportunities to enhance efficiency, accuracy, and user experience.
5. Executive Support-Integrated Service Director
- Prepares and distributes organizational communications to Allied Health staff on behalf of the IS Director, ensuring messaging is clear, professional, and timely.
- Coordinates the IS Director’s calendar, schedules Allied Health team meetings, prepares agendas, and maintains accurate records of meetings, decisions, and action items.
- Collects, reviews, and disseminates approved clinic-wide communications through appropriate channels, ensuring accuracy and alignment with the IS Director’s direction prior to distribution.
- Serves as the primary organizational point of contact for external vendor inquiries related to Allied Health services.
- Supports IS Director by screening, prioritizing, and directing incoming requests in accordance with established guidelines and the IS Director’s directives.
- Assists in tracking and organizing documentation related to practitioner credentialing, competency records, and compliance requirements as directed by the IS Director, always maintaining strict confidentiality.
6. Medical Clinic Inventory Management
- Monitors and maintains accurate, real-time inventory records for clinical supplies, medical equipment, and consumables across Medical Core, Allied Health, and GMV treatment areas, ensuring stock levels meet operational requirements.
- Conducts regular physical stock counts and reconciles results against inventory management system records, promptly identifying and resolving discrepancies, expired items, or near-expiry stock requiring rotation or disposal.
- Prepares and submits purchase orders for medical supplies and equipment in accordance with established reorder points and budgetary guidelines, liaising with the Operations Director for approval of non-routine or higher-value purchases.
- Liaises with approved vendors and suppliers to confirm pricing, delivery timelines, and order accuracy; receives, inspects, and verifies incoming shipments against purchase orders and packing slips prior to stocking.
- Maintains organized, accessible storage of clinical supplies and equipment across all departments, ensuring proper labelling, rotation (first-in, first-out), and compliance with applicable health and safety standards.
- Tracks inventory-related costs and contributes to periodic supply cost analysis and budget reporting, identifying opportunities for cost savings, vendor consolidation, or improved purchasing efficiency.
- Coordinates with clinical and nursing staff to forecast upcoming supply needs based on scheduled procedures, seasonal demand, and utilization trends, minimizing the risk of stockouts or overstocking.
7. Other Duties
- Performs additional duties, special assignments, and administrative tasks as directed, in support of the operational and strategic needs of the organization.
8. Required Qualifications
Education
- Post-secondary diploma or certificate in Business Administration, Communications, Marketing, Health Services Administration, or a related discipline. An equivalent combination of education and directly relevant professional experience may be considered.
Experience
- Minimum two (2) years of progressive administrative experience providing direct support to senior leadership in a professional, corporate, or healthcare environment.
- Minimum two (2) years of demonstrated experience in marketing, digital communications, content creation, advertising, brand management, or social media strategy and execution.
- Experience supporting human resources or recruitment functions, including document management and HR systems, is considered a strong asset.
- Experience in a healthcare or regulated professional services environment is considered a strong asset.
- Experience with inventory management, supply ordering, or stockroom coordination, particularly within a clinical, medical, or healthcare setting, is considered a strong asset.
Technical Proficiencies
- Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Teams, SharePoint).
- Demonstrated experience with social media management platforms, content management systems (CMS), and digital marketing tools.
- Working knowledge of HRIS platforms (e.g., Zoho People) and document management systems (e.g., SharePoint) is considered a strong asset.
- Working knowledge of CRM systems and marketing analytics platforms (e.g., Google Analytics, Meta Business Suite) is considered an asset.
- Familiarity with inventory management or stock-tracking software (e.g., Zoho Inventory, Excel-based tracking systems) is considered an asset.
9. Core Competencies
- Superior organizational and time management skills, with the demonstrated capacity to manage competing priorities, meet deadlines, and maintain a high standard of output in a fast-paced environment.
- Strong critical thinking ability and sound independent judgment, with a proactive approach to identifying and resolving issues with minimal supervisory direction.
- Unwavering commitment to discretion, tact, and professional integrity in all interactions; demonstrated ability to handle sensitive and confidential information with the highest degree of professionalism.
- Exceptional written and verbal communication skills, with the ability to engage effectively and diplomatically with a diverse range of internal and external stakeholders.
- Proven ability to build productive working relationships, collaborate across organizational functions, and leverage collective knowledge and resources to achieve shared objectives.
- Creative, resourceful, and flexible, with a demonstrated capacity to respond effectively to evolving organizational needs, shifting priorities, and changing market conditions.
- Meticulous approach to all work products, with a demonstrated ability to identify errors, inconsistencies, and discrepancies and to maintain high accuracy across documentation, communications, and data management.
10. Working Conditions
This position operates primarily in an office-based clinical environment. The role may require occasional availability outside of standard business hours to support organizational events or address time-sensitive operational needs. The incumbent must be able to sit for extended periods, operate standard office equipment, and work effectively within a professional medical setting.
11. Equal Employment Opportunity
Changepain Medical & Allied Health Clinic is an equal opportunity employer committed to fostering a diverse, inclusive, and respectful workplace. We welcome applications from all qualified individuals regardless of race, colour, religion, gender, gender identity or expression, sexual orientation, national or ethnic origin, age, disability, marital status, or any other characteristic protected under applicable human rights legislation. Accommodation is available upon request for applicants with disabilities throughout the recruitment and selection process.
