Executive Assistant & Operations Coordinator

About the Role

We are looking for a proactive, highly organised and resourceful Executive Assistant & Healthcare Operations Coordinator to serve as the client's right-hand person across executive assistance, recruitment and HR, intake, and daily business operations.

This is a varied, hands-on role suited to someone who can confidently manage multiple responsibilities, anticipate needs, solve problems independently and keep day-to-day operations running smoothly.

The ideal candidate is more than an administrative assistant. They are a dependable, critical thinker who takes ownership, identifies opportunities for improvement and can move between different business functions with minimal supervision. Experience in ABA, healthcare operations or medical practice management would be a strong advantage.

Requirements

1. Executive Assistance

• Provide direct administrative and operational support to the executive.
• Manage calendars, schedule meetings, coordinate appointments and organise priorities.
• Handle correspondence, follow-ups and general administrative tasks.
• Prepare documents, maintain records and ensure important tasks and deadlines are tracked.
• Anticipate the executive's needs and proactively address outstanding items.

2. Recruitment & HR Coordination

• Support recruitment activities, including candidate sourcing, screening, interview scheduling and follow-ups.
• Coordinate candidate communication and assist with the recruitment process from application through onboarding.
• Support employee onboarding, documentation and HR administration.
• Maintain accurate candidate and employee records.
• Assist with tracking recruitment progress and identifying outstanding hiring needs.

3. Intake & Client Coordination

• Support the intake process by managing enquiries, collecting information and coordinating next steps.
• Communicate professionally with clients, families and relevant stakeholders.
• Coordinate appointments, follow-ups and scheduling requirements.
• Monitor outstanding intake cases and ensure timely follow-through.
• Help maintain an organised and responsive intake process.

4. Daily Operations

• Coordinate day-to-day administrative and operational activities across the business.
• Manage competing priorities while ensuring deadlines and responsibilities are met.
• Identify operational gaps, resolve routine issues and escalate more complex matters appropriately.
• Maintain trackers, reports, documentation and internal systems.
• Communicate with internal teams to ensure tasks are completed and information flows effectively.
• Take ownership of projects, follow-ups and process improvements as needed.

Minimum Requirements

• 3–5+ years of relevant experience in executive assistance, healthcare or ABA operations, recruitment, HR coordination, practice management or a similar role.
• Proven ability to manage multiple responsibilities across different business functions.
• Excellent organisational, time-management and prioritisation skills.
• Strong critical thinking, problem-solving and decision-making abilities.
• Excellent written and verbal English communication skills.
• A proactive, accountable approach with the ability to work independently and with minimal supervision.
• Strong attention to detail and consistent follow-through.
• Confidence using digital tools, scheduling platforms, spreadsheets and administrative systems.
• Ability to work in a remote environment and manage responsibilities reliably.

Preferred Experience

• Previous experience in ABA, behavioural health, healthcare operations or medical practice management.
• Experience supporting an executive or business owner directly.
• Exposure to recruitment, talent acquisition, HR administration and employee onboarding.
• Experience with client intake, appointment scheduling and case coordination.
• Familiarity with healthcare management systems, applicant tracking systems (ATS), CRMs and workflow tools.

Ideal Candidate Profile

The successful candidate will be a dependable, solutions-oriented professional who enjoys variety and takes pride in keeping a business organised and moving forward.

They should be comfortable switching between executive support, recruitment, intake and operations without losing track of priorities. They will be able to identify what needs attention, take initiative, communicate clearly and follow tasks through to completion without needing constant direction.

We are open to candidates with different strengths, including experienced executive assistants, ABA operations coordinators and medical practice managers. The priority is finding someone versatile, resourceful and capable of becoming a trusted right-hand person to the client.

Compensation: The target rate is $21 per hour, with flexibility up to $23 per hour for an exceptional candidate with strong relevant experience.