Executive Operations & Systems Coordinator
Haymour Management Inc. is seeking an organized, proactive, and systems-minded professional to help build and support the operational foundation of our growing group of businesses.
This is not a traditional Executive Assistant role.
While executive support is an important part of the position, your primary responsibility will be to proactively organize, prepare, research, document, and advance work across multiple businesses so that only executive decisions, approvals, signatures, or strategic direction require the President's direct involvement.
You will work directly with the President of Haymour Management and support a diverse portfolio of businesses, including medical clinics, community pharmacies, hospitality, and future technology ventures.
This position is primarily remote, with occasional travel to business locations within the Edmonton area when required.
ResponsibilitiesExecutive Support
- Manage executive email and correspondence.
- Coordinate calendars and meetings.
- Draft professional correspondence.
- Prepare reports, presentations, and business documents.
- Follow up on outstanding action items.
- Prepare work to the greatest extent possible before executive review or approval.
- Gather information, complete drafts, and identify outstanding decisions required to finalize projects.
- Research solutions and present clear recommendations that support efficient executive decision making.
Operations & Systems
- Develop and maintain Standard Operating Procedures (SOPs).
- Document business processes and workflows.
- Assist with developing and maintaining Process Street workflows.
- Organize documents within M-Files.
- Create templates, forms, and internal documentation.
- Identify opportunities to improve operational efficiency.
Project Coordination
- Coordinate projects across multiple businesses.
- Track progress and follow up on outstanding tasks.
- Maintain project documentation.
- Assist with implementation of new systems and initiatives.
Research & Administration
- Research vendors, software, and business solutions.
- Assist with recruitment and onboarding.
- Prepare summaries and recommendations.
- Support continuous improvement initiatives.
QualificationsRequired
- Experience supporting executives, business owners, or leadership teams.
- Excellent organizational and time management skills.
- Strong written and verbal communication skills.
- Advanced Microsoft 365 skills.
- Ability to manage multiple priorities independently.
- Professionalism and discretion when handling confidential information.
Preferred Assets
- Experience documenting business processes or SOPs.
- Experience coordinating projects.
- Experience with document management systems.
- Experience with Process Street is considered a strong asset.
- Experience with Scribe or similar documentation software is an asset.
- Experience using AI tools such as ChatGPT to improve productivity.
Who You Are
We're looking for someone who:
- Loves creating order from complexity.
- Thinks in systems and processes.
- Learns new software quickly.
- Takes initiative without waiting to be told every step.
- Brings solutions instead of simply identifying problems.
- Enjoys building and improving systems rather than simply maintaining them.
- Is detail oriented and takes pride in producing high-quality work.
- Completes as much of a task as possible before escalating it, clearly identifying only the items requiring executive input or approval.
Growth Opportunity
This is an opportunity to help build the operational foundation of a growing organization. As Haymour Management continues to grow, there will be opportunities for increased responsibility, professional development, and compensation.
How to Apply
Please submit your resume and answer the application questions. Shortlisted candidates will participate in a practical assessment and interview process designed to demonstrate organizational, communication, and problem-solving skills.
Pay: $49,920.00-$56,160.00 per year
Application question(s):
- Describe a process, workflow, or system that you helped create, improve, or organize. What was your role, what changes did you make, and what was the outcome?
- Tell us about a time you had to learn a new software program or technology with little or no formal training. How did you approach learning it, and what was the result?
- This role involves supporting multiple businesses, improving systems, documenting processes, and working independently from home. What interests you most about this type of role, and why do you believe you would be successful?
Work Location: Remote
