Operations Executive Assistant

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:

Change pain Medical & Allied Health Clinic

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.

• 2.1 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.
  • 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.
  • Executive Support — Operations Director
• 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…