Executive & Personal Assistant
Job type: Part-time, 25 hours per week
Schedule: Monday 9:30am to 5:00pm, Tuesday to Friday 9:30am to 2:00pm
Location: Halifax north end, in person, with occasional travel to Dartmouth
Pay: Starting at $22 per hour
Employment type: Employee position
Start date: Monday, September 14, 2026
About the role
I'm a Halifax physician looking for an organized, capable Executive and Personal Assistant to take the day-to-day running of my life off my plate.
This is the role that keeps everything else working. Healthy meals get planned and prepped, appointments get booked before they lapse, errands get done, and things stop falling through the cracks.
The work is based at our administrative space in the north end, which includes a full kitchen for meal preparation. Occasional errands take you to Dartmouth.
The best fit is someone who anticipates rather than waits to be asked, and who takes real satisfaction in a well-run operation.
We start each day together with a short fifteen minute check-in at 9:30, so you always know what matters most that day. Mondays are longer, and that is when most of the week's shopping, cooking, and planning happens.
What you would do
Food and healthy eating
- Weekly grocery shopping and keeping the kitchen well stocked
- Planning and preparing healthy, balanced meals: prepared lunches, ready-to-heat dinners, and ingredients ready to go for a couple of cook-at-home nights each week
- Helping build simple routines that make eating well the easy option on a busy week
Errands and life administration
- Pharmacy pickups, returns, shipping, drop-offs, and grocery/supplies runs
- Booking and tracking appointments/meetings so nothing lapses, including vehicle maintenance, seasonal tire changes, detailing, and home repairs
- Coordinating contractors and service providers
- Tracking subscriptions, renewals, invitations, and personal commitments
- Laundry, dishes, and keeping the space tidy and organized, including cleaning up after meal preparation
Executive and administrative support
- Calendar and appointment management
- Meeting coordination and preparation
- Researching and booking travel
- Preparing documents and correspondence
- Organizing digital files and records
- Helping keep an inbox organized, triaged, and up to date
- Reminders and follow-up so deadlines are not missed
Occasionally
- Backup coverage at our clinic if a staff member is unexpectedly away. Full training is provided, and this is not a regular part of the role
Build the system with me
This is a new position and there is no finished manual waiting for you.
Part of the job is working with me to figure out how it should run, and writing that down as we go, so the routines and checklists end up being ours rather than something handed to you.
If you like bringing order to things and having a real say in how the work gets done, you will enjoy this part.
Room to grow
For the right person there is genuine potential for this role to expand: more hours, possibly full time, working within our medical clinic, and scope to take on scheduling, coordination, and systems and tech support over time.
If you are looking for somewhere to build rather than just a job, please say so in your application. We are looking for a long-term employee.
What you bring
- Excellent written and verbal communication in English
- Strong organization and genuine attention to detail
- Discretion and trustworthiness. This role touches personal and confidential information
- Reliability and good independent judgment
- Confidence in the kitchen, and a real interest in healthy eating and meal planning
- Comfort with technology generally, and specifically with Gmail, Google Calendar, and Google Drive. You should be someone who picks up new tools without much hand-holding. Familiarity with AI tools is an asset
- Willingness to help design and document how this role works
- A valid driver's licence and a reliable vehicle
- Comfortable around dogs. They are not present day to day, but you would need to interact with them from time to time
- Previous experience in personal assistance, household management, or executive support is an asset
What we offer
- Consistent daytime hours. No early mornings, no evenings, and no weekends
- A predictable schedule you can plan your life around
- Mileage reimbursed at CRA rate for errands and travel during the workday (when departing from and returning to the workplace)
- Real variety and autonomy, and a genuine say in how the role takes shape
- Room to grow with the practice with the possibility of increased hours in the future
Please note: parking is not provided at our location. You would need to arrange your own parking, and travel to and from work is not reimbursed.
How to apply
Please apply through Indeed with your resume and a cover letter telling us about your experience and why you would be a good fit for this role.
Applications without a cover letter will not be considered.
Shortlisted candidates will be asked to submit a brief video introduction. Instructions will be sent to those selected.
Employment is conditional on a satisfactory criminal record check, to be provided within 30 days of your start date.
Members of the 2SLGBTQIA+ community are warmly encouraged to apply.
Thank you to everyone who applies. Only those selected for an interview will be contacted.
Pay: $21.00-$23.00 per hour
Benefits:
Work Location: In person
