Marketing, People & Client Operations Support
Company: Mindful Career
Location: Remote, Montreal preferred
Type: Independent Contractor
Hours: 25 to 30 hours per week
Pay: $20 to $30/hour CAD, depending on experience
Reports to: CEO
About Mindful Career
Mindful Career is a growing career counselling and professional development company supporting clients across Canada and the U.S. We help professionals, students, and organizations navigate career clarity, job search, academic advising, leadership development, and workplace transitions through a thoughtful, evidence-informed, and client-centered approach.
As the company continues to grow, we are looking for a highly organized, proactive, and reliable person to support the CEO and help keep internal operations, client communication, HR coordination, recruitment, marketing operations, and team follow-up running smoothly.
Role Overview
The Executive Assistant & Business Operations Coordinator will provide hands-on support across several core areas of the business, including executive administration, client operations, reception and email support, HR and recruitment coordination, marketing operations, Google Business Profile support, social media coordination, podcast and partnership outreach, SEO/SEM coordination, document management, and internal tracking.
This is a multi-function support role for someone who is organized, detail-oriented, tech-savvy, professional, and comfortable managing many moving pieces at once.
This is not a senior marketing strategy role and not a traditional administrative-only role. The right person will be able to execute, organize, follow up, coordinate, document, and keep projects moving across several departments.
The ideal candidate is someone who can bring structure, consistency, and follow-through to a fast-moving founder-led business.
Key ResponsibilitiesExecutive & Administrative Support
- Provide direct administrative and operational support to the CEO.
- Help manage priorities, reminders, meetings, follow-ups, and action items.
- Maintain internal trackers, task lists, documents, templates, and workflows.
- Organize information clearly so projects, deadlines, and operational priorities stay on track.
- Prepare meeting agendas, notes, summaries, and next-step lists when needed.
- Flag bottlenecks, missing information, delayed tasks, or items requiring escalation.
- Support internal communication and ensure follow-ups are completed in a timely manner.
Client Operations & Communication Support
- Support incoming client and lead communication through email, phone, and internal systems.
- Use approved templates and professional judgment to respond, route, or escalate inquiries.
- Help prospective clients move toward the appropriate next step.
- Support the tracking of client follow-ups, service issues, retention risks, and next actions.
- Ensure client-related information is documented accurately and handled with discretion.
- Escalate sensitive, urgent, or unresolved matters to the appropriate team member or leader.
- Help ensure client communication remains warm, professional, and aligned with Mindful Career’s brand.
Reception & Inbox Support
- Monitor and organize general inboxes.
- Respond to general inquiries using approved templates.
- Route emails to the correct team member when needed.
- Support incoming calls and voicemail follow-up.
- Help guide prospective clients toward booking an intro call.
- Document important call or email outcomes where required.
- Keep communication organized so inquiries do not fall through the cracks.
HR & People Operations Support
- Support onboarding and offboarding processes for staff and contractors.
- Help maintain HR documents, contracts, personnel records, onboarding materials, and internal files.
- Track onboarding steps, missing documents, system access, and follow-up items.
- Support team coordination, internal updates, and people-related follow-ups.
- Assist with internal HR documentation and process organization.
- Maintain confidentiality with all staff, contractor, client, and business information.
Recruitment Coordination
- Support the recruitment process from job posting to interview coordination and hiring follow-up.
- Post roles, organize candidate information, and screen resumes when needed.
- Coordinate interviews, candidate communication, reference checks, and hiring documentation.
- Maintain recruitment trackers and ensure candidate stages are updated.
- Help keep active hiring priorities organized and moving forward.
- Support recruitment for counsellors, sales, admin, marketing, and operational roles as needed.
Marketing Operations & Digital Coordination
- Support marketing operations across social media, Google Business Profiles, newsletters, blogs, podcasts, partnerships, SEO, SEM, and campaign projects.
- Help maintain marketing calendars, content trackers, approval workflows, and campaign folders.
- Coordinate with internal team members and external vendors across SEO, SEM, Google Ads, analytics, social media, web updates, and content execution.
- Track marketing deliverables, approvals, deadlines, and follow-ups.
- Help organize CEO ideas, voice notes, videos, media topics, podcast content, and internal strategy into usable marketing materials.
- Support basic reporting by organizing vendor updates, campaign notes, and marketing performance information.
- Ensure marketing tasks are completed on time and aligned with Mindful Career’s brand, tone, and business priorities.
Google Business Profile & Review Support
- Support Google Business Profile updates and ongoing profile management.
- Help coordinate posts, profile updates, review follow-ups, location information, photos, links, and optimization tasks as directed.
- Track reviews, review requests, and follow-up status.
- Escalate important review activity or reputation-related concerns when needed.
- Help ensure online profiles remain accurate, professional, and aligned with the company’s growth strategy.
Social Media & Content Coordination
- Support social media coordination across platforms.
- Help organize content ideas, draft captions, schedule posts, and maintain content calendars.
- Track content status, approvals, engagement notes, and recurring social media tasks.
- Help repurpose blogs, podcasts, media appearances, CEO ideas, testimonials, and internal themes into social content.
- Coordinate with vendors or team members responsible for design, posting, editing, or campaign execution.
Podcast, Partnership & Business Development Support
- Support podcast outreach, partnership tracking, and business development follow-up.
- Research and organize potential podcasts, partners, collaborators, and referral sources.
- Track outreach status, follow-up dates, scheduled appearances, and next steps.
- Help coordinate podcast bookings, guest information, links, and related follow-ups.
- Maintain organized partnership and outreach trackers.
SEO, SEM & Vendor Coordination
- Coordinate with SEO, SEM, Google Ads, analytics, and marketing vendors to help keep projects moving.
- Track vendor deliverables, reporting requests, open questions, deadlines, and action items.
- Help organize marketing data, campaign updates, and follow-up items for leadership review.
- Support basic campaign administration and tracking, without being responsible for senior-level marketing strategy.
Operations, Systems & Document Management
- Keep internal systems, trackers, folders, templates, and documents organized.
- Support document management across business operations, HR, marketing, client service, and administration.
- Help maintain internal workflows and standard operating procedures.
- Support administrative coordination related to business locations, vendors, subscriptions, tools, and operational accounts.
- Identify gaps, inconsistencies, or outdated information and suggest practical improvements.
- Help improve structure, accountability, and communication across the team.
Ideal Candidate
The ideal candidate is:
- Highly organized, detail-oriented, and dependable.
- Strong at follow-up and making sure tasks are completed.
- Professional, warm, and clear in written and verbal communication.
- Comfortable managing multiple priorities in a fast-moving environment.
- Tech-savvy and comfortable learning new tools.
- Able to work independently while knowing when to ask questions or escalate.
- Comfortable supporting administration, HR, recruitment, operations, client communication, and marketing coordination.
- Comfortable with social media coordination, Google Business Profile support, SEO/SEM coordination, newsletters, podcasts, and campaign tracking.
- Able to use templates while still applying judgment.
- Discreet and trustworthy with confidential client, staff, and business information.
- Proactive and solutions-focused, but respectful of approval processes and company priorities.
- Flexible and willing to support different areas of the business as priorities evolve.
Required Experience
- Experience in executive assistance, administration, operations coordination, HR coordination, recruitment coordination, client service, marketing coordination, or business support.
- Strong written and verbal communication skills.
- Experience managing email, scheduling, documents, trackers, spreadsheets, and follow-ups.
- Comfort with Google Workspace, shared drives, spreadsheets, email platforms, templates, and online business tools.
- Experience supporting social media, newsletters, Google Business Profiles, SEO, SEM, Google Ads coordination, podcast outreach, or marketing administration is an asset.
- Experience with CRMs, project management systems, social scheduling tools, or marketing platforms is an asset.
- Experience in professional services, healthcare, psychology, education, HR, recruitment, coaching, consulting, or wellness is an asset.
- Bilingualism in English and French is considered a strong asset.
Success in This Role Looks Like
- The CEO has stronger administrative and operational support.
- Internal priorities, trackers, and follow-ups are organized and up to date.
- Emails, calls, and client inquiries are handled professionally and routed correctly.
- Client follow-ups, service issues, and retention risks are tracked and escalated appropriately.
- Recruitment, onboarding, offboarding, and HR documentation are organized.
- Marketing tasks, vendor follow-ups, content calendars, and campaign trackers are maintained.
- Google Business Profiles, reviews, social media tasks, podcast outreach, and partnership follow-ups are organized.
- Important details do not fall through the cracks.
- The business has better structure, visibility, and accountability across operations.
Compensation
This is a contract role for approximately 25 to 30 hours per week.
Compensation is $20 to $30/hour CAD, depending on experience.
How to Apply
Please send your resume and a short note outlining why you would be a strong fit for this role to [email protected]
We are especially interested in candidates who are organized, dependable, proactive, tech-savvy, and comfortable supporting a growing professional services business across executive support, operations, HR, recruitment, client communication, marketing coordination, and digital administration.
Pay: $20.00-$30.00 per hour
Work Location: Remote
