Position Summary

We are seeking a highly experienced Senior Executive Assistant & Operations Coordinator to provide hands-on executive, operational, and project support directly to the Founder of a Canadian psychotherapy, education, and professional training organization.

This is not a basic virtual assistant or data-entry position. You will manage multiple complex projects simultaneously, work from both structured instructions and informal notes, identify appropriate next steps, and independently move work toward completion. The role combines executive assistance, project coordination, professional writing, research, outreach, contractor management, event coordination, and operational follow-through.

Schedule: Part-time, approximately 20 hours per week, with regular overlap during Eastern Time business hours

Key Responsibilities

Executive & Operational Support

• Organize projects, priorities, deadlines, and commitments alongside the Founder.
• Convert notes, ideas, and discussions into clear action items and completed deliverables.
• Maintain calendars, Google Drive, documents, spreadsheets, and project information.
• Track outstanding tasks and follow up proactively to ensure commitments are completed.
• Prepare recurring priority lists, action trackers, and project updates.
• Maintain strict confidentiality across sensitive clinical and business information.

Project & Contractor Coordination

• Coordinate projects across clinical, educational, marketing, and technology initiatives.
• Communicate with contractors handling websites, advertising, design, and marketing.
• Follow up on assigned work and verify deliverables are completed correctly.
• Maintain project boards, deadlines, and action-item trackers.
• Escalate delays, missing information, or quality concerns.

Research & Business Development Support

• Research prospects, organizations, decision-makers, partnerships, and opportunities.
• Build and maintain organized contact lists and outreach databases.
• Support LinkedIn prospecting and professional outreach.
• Research grant opportunities and organize application requirements.
• Present findings and recommendations in a clear, decision-ready format.

Communications & Marketing Support

• Draft and proofread professional emails, letters, proposals, and business documents.
• Coordinate Mailchimp campaigns and email communications.
• Support outreach campaigns from research through execution and response tracking.
• Assist with website content and service-page development.

Programs, Training & Events

• Coordinate workshops, training programs, supervision circles, and events.
• Organize curriculum materials, training documentation, and program resources.
• Develop and maintain KPI trackers for programs and initiatives.
• Track registrations, deliverables, and follow-ups.

Documentation & Resource Coordination

• Organize copyright and intellectual-property documentation for proprietary frameworks and materials.
• Maintain structured records of program and educational materials.

Qualifications & Requirements

• Experience in executive assistance, operations, project coordination, or a comparable senior support role.
• Previous experience directly supporting a Founder, Executive, or professional-services organization.
• Excellent written and spoken English.
• Advanced proficiency with Google Workspace — Drive, Docs, Sheets, Calendar.
• Strong spreadsheet, tracking, and data-organization skills.
• Excellent professional writing and proofreading abilities.
• Demonstrated ability to independently manage multiple complex projects and deadlines.
• Strong research and information-organizing skills, with good judgment on next steps.
• Highly organized, resourceful, proactive, and detail-oriented.
• Comfortable learning new software and using AI productivity tools responsibly.
• Able to maintain strict confidentiality and professional boundaries.
• Available for regular overlap with Eastern Time business hours.

Preferred Qualities

• Experience supporting a healthcare, consulting, education, or professional-services organization.
• Project or operations management experience.
• Experience with Mailchimp, LinkedIn prospecting, and professional outreach.
• Experience coordinating website, marketing, or creative contractors.
• Grant research or application coordination experience.
• Experience coordinating workshops, training programs, or professional events.
• Familiarity with KPI reporting and project-management platforms.
• Discretion and maturity when working with confidential professional information.

Scope

• Initial three-month engagement with the intention of developing into a long-term working relationship.
• Work directly with the Founder across multiple interconnected initiatives.

Independent Contractor Perks

• Permanent work from home
• Immediate hiring

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.

Important Disclaimer:

BruntWork never charges fees for applying or any part of the hiring process—it is 100% free. If you are ever asked for payment, please stop and report it immediately through the 'Contact Us' form on our official BruntWork website.