Executive Operations Coordinator
Reports To: Chief Executive Officer & President and Chief Operating Officer
Location: Remote / Hybrid (Ontario) Must reside in Ontario
About PSPSync
PSPSync is redefining how Patient Support Programs are delivered in Canada through our decentralized operating model, proprietary technology platform, and commitment to improving patient access to therapy. As one of Canada's fastest-growing PSP organizations, we partner with pharmaceutical manufacturers, healthcare providers, pharmacies, and patients to create innovative solutions that challenge the status quo.
Position Overview
The Executive Operations Coordinator serves as a trusted partner to the CEO and President, providing strategic administrative, operational, and business support across multiple functions of the organization. This role extends beyond traditional executive assistance responsibilities and acts as a central coordinator for business development activities, investor communications, corporate initiatives, financial administration, travel/event management, and executive operations. The ideal candidate is highly organized, proactive, detail-oriented, and thrives in a fast-paced, entrepreneurial environment.
Key Responsibilities
Executive Support
- Manage complex executive calendars, scheduling, and meeting coordination.
- Coordinate internal and external meetings with clients, investors, partners, and stakeholders.
- Prepare meeting agendas, presentations, briefing materials, meeting minutes, and follow-up action items.
- Track executive priorities and ensure deadlines and commitments are met.
- Manage confidential information with the highest level of discretion.
- Draft executive correspondence, reports, and presentations.
Business Development Support
- Support the CEO and President with business development initiatives and sales activities.
- Coordinate prospect meetings, conference attendance, and follow-up communications.
- Maintain CRM records and business development pipelines.
- Assist with proposal development, RFP submissions, presentations, and client materials.
- Conduct market and competitive research to support growth initiatives.
- Track opportunities and assist in managing sales and partnership workflows.
Investor Relations & Corporate Governance
- Coordinate investor communications and reporting activities.
- Assist with preparation of board meeting materials and investor updates.
- Support due diligence, and financing initiatives.
- Track action items arising from board and investor meetings.
- Assist with corporate governance documentation and records management.
Finance & Administrative Support
- Support budgeting, expense tracking, and financial reporting processes.
- Coordinate invoice approvals, vendor management, and payment tracking.
- Assist with preparation of monthly financial packages and executive reporting.
- Support contract administration and document management.
- Coordinate banking, insurance, and corporate administration activities.
- Maintain key organizational records and filing systems.
Events, Conferences & Travel Management
- Coordinate executive travel, accommodations, and itineraries.
- Manage conference registrations, sponsorships, speaking engagements, and logistics.
- Organize internal leadership meetings, strategic planning sessions, and company events.
- Coordinate client events and networking activities.
- Support trade shows, industry conferences, and pharmaceutical manufacturer meetings.
Strategic Projects & Operations
- Support cross-functional projects initiated by executive leadership.
- Assist with implementation and tracking of strategic initiatives.
- Coordinate special projects related to growth, acquisitions, partnerships, and new business opportunities.
- Serve as a liaison between executive leadership and internal departments.
- Identify opportunities to improve processes, efficiency, and organizational effectiveness.
Communications & Brand Support
- Assist with LinkedIn content, corporate announcements, and executive communications.
- Coordinate marketing collateral and presentation updates.
- Support webinar, speaking engagement, and thought leadership initiatives.
- Manage executive profiles, biographies, and speaking materials.
Qualifications
Required
- 3+ years of experience supporting senior executives, leadership teams, or business operations.
- Exceptional organizational and project management skills.
- Strong written and verbal communication abilities.
- High proficiency with Microsoft Office Suite (PowerPoint, Excel, Word, Outlook).
- Experience managing multiple priorities and deadlines simultaneously.
- Demonstrated ability to work independently and exercise sound judgment.
Preferred
- Experience in healthcare, pharmaceuticals, patient support programs, or life sciences.
- Experience supporting investor relations, finance, or business development functions.
- Familiarity with CRM platforms, Salesforce, or similar systems.
- Experience supporting executive teams within high-growth organizations.
Why Join PSPSync?
- Join one of Canada's fastest-growing healthcare organizations.
- Work directly alongside the CEO and President.
- Exposure to executive leadership, strategy, finance, business development, and investor relations.
- Make a meaningful impact on improving patient access to therapy across Canada.
Please note: The Company does not use artificial intelligence in the screening, assessment, or selection of applicants for this position. This job posting relates to an existing vacancy
