SUMMARY:
We are seeking an Executive Coordinator & Operations Support professional for a fast-growing, mission-driven organization operating at the intersection of wellness, patient care, and operational excellence.
This role will work closely with the founder and leadership team to support real-time patient/program workflows, internal coordination, documentation, and the continued buildout of operating systems as the organization scales.
This is not a passive support role or traditional Executive Assistant position. It requires someone who can capture information live, organize it quickly, solve problems proactively, and help turn fast-moving discussions into clear execution.
The ideal candidate is highly organized, detail-oriented, and operationally minded, with the ability to manage multiple moving parts, bring structure to complexity, and ensure nothing falls through the cracks in a fast-paced, evolving environment.
RESPONSIBILITIES:
- Work closely with the founder to support patient/program workflows, internal operations, scheduling, follow-ups, and execution.
- Capture complex live conversations and translate them into clear notes, action items, workflows, and next steps.
- Help organize and improve existing systems, documentation, SOPs, trackers, and internal workflows.
- Support coordination between ReGenesis389, Nesa’s Hemp, wellness operations, patient/program activity, and internal teams where needed.
- Proactively identify issues, solve problems quickly, and keep operations moving without waiting for step-by-step direction.
- Support live patient and operational sessions by capturing key information and next steps in real time using clear, structured formats
- Translate complex discussions into actionable workflows, ensuring clarity and immediate execution
- Coordinate patient onboarding processes, including scheduling, documentation, and protocol tracking
- Maintain and update operational systems (Notion, Airtable, or similar) to ensure accurate, real-time data
- Ensure all follow-ups and action items are tracked and completed without delay
- Act as a central coordination point between leadership, operations, and patient workflows
- Support the build and refinement of SOPs, documentation frameworks, and internal processes
- Assist with internal reporting, tracking, and organization of key operational data
- Identify workflow gaps and proactively improve systems and processes
- Maintain a high level of accuracy and attention to detail in a patient-focused environment
EDUCATION & EXPERIENCE:
- 2–5 years of experience in coordination, operations support, executive assistance, or workflow-based roles
- (e.g., Executive Coordinator, Project Coordinator, Operations Support, Clinical Coordinator, Executive Assistant)
- Experience working in structured, detail-sensitive environments (healthcare, wellness, research, or fast-paced operational teams)
- Medical scribe, clinical documentation, patient coordination, research coordination, healthcare operations, or wellness operations experience is highly relevant.
- Experience creating or improving SOPs, workflows, trackers, documentation systems, or process maps is strongly preferred.
- Strong ability to capture, structure, and act on information in real time
- Experience managing workflows, scheduling, or operational processes end-to-end
- Strong systems mindset, with confidence learning tools such as Notion, Airtable, AI tools, or similar workflow platforms.
- Comfortable working closely with a founder in a fast-moving, evolving, mission-driven environment.
- Comfortable processing complex or technical terminology and translating it into clear next steps
- Strong organizational and communication skills with excellent follow-through
- High attention to detail and ability to manage multiple priorities simultaneously
- Comfortable working in a fast-moving environment where processes are still being built and refined
- Interest or exposure to wellness, healthcare, or patient-centered environments is an asset
White Ash Group and the companies it represents are Equal Employment Opportunity employers that values the strength of diversity within the workplace. All qualified applicants, regardless of race, colour, religion, gender, sexual orientation, marital status, gender identity or expression, nationality, age, disability or veteran status, or any other characteristic protected by applicable law, are strongly encouraged to apply.