Executive Assistant/operations

Executive Assistant/Operations

This rapidly expanding healthcare supplies distributor provides essential medical products, equipment, and consumables to hospitals, clinics, long-term care facilities, and healthcare professionals across Canada. With a strong focus on reliability, speed, and customer satisfaction, the company has earned a reputation for excellence and consistency in an industry that demands precision and care. Their mission is to make healthcare logistics seamless and efficient—delivering the right products to the right people at the right time. Operating in a fast-paced environment with a small, dedicated team, the company continues to grow year over year, driven by an entrepreneurial spirit and a deep commitment to supporting Canada's healthcare system.

The company is seeking a highly organized and versatile Executive Assistant/Operations professional to work closely with the owner and play an integral role in the day-to-day management of the business. This is a hands-on position that requires someone who can juggle multiple priorities, maintain a high degree of accuracy, and proactively ensure that every detail of operations runs smoothly. The ideal candidate will serve as the owner's trusted partner—tracking deals, managing shipments, coordinating with vendors, and providing essential administrative support to keep the business organized and efficient. This is an excellent opportunity for someone who enjoys taking initiative, thrives in a fast-moving environment, and wants to make a direct impact on the company's continued growth and success.

Responsibilities

• Act as the primary point of contact and operational support for the owner, ensuring seamless coordination of all business activities and priorities.
• Track and manage active deals, purchase orders, and shipments from start to finish, ensuring accuracy, timeliness, and complete follow-through on every transaction.
• Communicate regularly with suppliers, vendors, and logistics partners to maintain visibility into order statuses, resolve issues, and ensure client satisfaction.
• Maintain meticulous documentation of orders, communications, contracts, and operational data to support efficient tracking and reporting.
• Assist in planning and executing day-to-day business operations, from handling scheduling and follow-ups to supporting special projects and initiatives.
• Prepare, review, and organize key business documents, reports, and correspondence to ensure readiness for meetings and decision-making.
• Manage calendars, coordinate internal and external communications, and handle confidential information with the highest level of professionalism.
• Identify opportunities to improve efficiency, strengthen internal workflows, and streamline communication between departments and external partners.
• Provide flexible, hands-on assistance to the owner across a range of operational, administrative, and logistical responsibilities as business needs evolve.

Qualifications

• Minimum of 3–5 years of experience in an Executive Assistant, Operations Coordinator, or Office Management role, preferably in a fast-paced or entrepreneurial setting.
• Exceptional organizational and multitasking skills, with a proven ability to manage multiple concurrent projects with precision and attention to detail.
• Excellent written and verbal communication abilities, with confidence interacting across all levels of internal staff, vendors, and external partners.
• Strong proficiency in Microsoft Office Suite (Excel, Word, Outlook) and comfort learning new systems for order tracking and data management.
• Highly proactive and dependable, capable of anticipating needs and taking initiative without constant supervision.
• A solutions-oriented mindset with strong problem-solving skills and the ability to adapt quickly to shifting priorities.
• Experience in logistics, supply chain, or the medical distribution field is an advantage but not mandatory.
• A positive, professional attitude with the ability to balance independence and collaboration in a small but growing team environment.

Compensation

Salary: $65,000 annually, commensurate with experience and qualifications.