Company Overview:
The Company is at the forefront of developing innovative solutions that advance healthcare. Led by a visionary CEO with a strong background in science and technology, it is committed to fostering an environment that challenges the status quo, encourages curiosity, and drives transformative change. Joining their team means working alongside a forward-thinking, purpose-driven leader dedicated to making a meaningful impact.

Job Summary:
We are seeking a highly organized, confident, and proactive Executive Assistant to partner directly with this CEO. In this role, you will act as a firm, decisive gatekeeper who provides essential support to ensure smooth daily operations and forward momentum. As the CEO’s right-hand person, you will own your responsibilities end-to-end, proactively manage competing priorities, and maintain an unwavering attention to detail. Your ability to take initiative, offer strategic input, and summarize key information for decision-making will be critical to the CEO’s success.

This is a part-time position, approximately 20 hours per week, on-site in their downtown office. Ideal hours are from 12–4 pm or 1–5 pm, with a target start date in the first week of February.

Key Responsibilities:

• Calendar & Travel Management:
  Manage the CEO’s calendar, including scheduling meetings, appointments, and travel arrangements. Proactively anticipate scheduling conflicts and ensure the CEO’s time is maximized and aligned with strategic priorities.

• Gatekeeping & Communications:
  Serve as the primary point of contact for internal and external communications. Confidently and tactfully filter inquiries, protect the CEO’s time, and ensure timely, professional responses that uphold our standards.

• Meeting & Information Preparation:
  Prepare concise bullet points, summaries, and briefing materials for meetings, ensuring the CEO has the critical information needed for effective decision-making. Coordinate with team members to ensure seamless meeting execution.

• Administrative & Operational Ownership:
  Take full ownership of administrative tasks, including drafting correspondence and managing records. Your work will keep the operations running smoothly without requiring extensive oversight.

• Project & Event Coordination:
  Track deadlines, tasks, and deliverables, and help the CEO and team stay on top of priorities. Plan and manage team events, professional development sessions, and external workshops to foster a collaborative and productive 

• Expense & Accounting Support:
  Upload expense receipts, address monthly accounting inquiries, and maintain organized financial records.

Qualifications:

• Minimum 2 years of experience in an administrative, project management, or coordinator role

• Proven ability to handle responsibilities with firm, confident decision-making and minimal oversight

• Superior communication and writing skills, with the ability to adapt communication style to diverse audiences

• Proficiency in Google Suite, Microsoft Office, and project management tools

• Strong organizational, time-management, and problem-solving abilities

• Discretion, professionalism, and the ability to handle confidential information effectively

What We Offer:

• Hourly rate of $30 to $35, based on relevant experience

• 2 weeks paid vacation

• Health spending account 

• Collaborative, innovative environment that values diversity, inclusion, and work-life balance

How to Apply:
If you thrive in a dynamic setting, excel at confidently managing competing priorities, and are eager to contribute to a mission-driven organization, we encourage you to apply. 

Interested candidates should submit their resumes and cover letters to careers@reimaginework.ca, with the subject line PT Executive Assistant—NAME. 

We thank all candidates for their applications; however, only shortlisted candidates will be contacted.