Executive Assistant & Business Operations Coordinator

Executive Assistant & Business Operations Coordinator

Marketing, People & Client Operations Support

Company: Mindful Career

Location: Remote, Quebec preferred

Language: Must be bilingual (English & French)

Type: Independent Contractor

Hours: 25 to 35 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 Responsibilities

Executive & 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,…