Role: Executive Assistant to the CEO
Company: Get Gambit
Location: London, Ontario
Work Location: In person
Job Type: Full-time, Permanent
Pay: $65,000–$85,000 per year, based on experience
Schedule: Monday to Friday, with occasional time-sensitive support as required
Department: Executive Office
Reports To: Founder & CEO
Application Email: [email protected]
About Get Gambit
Get Gambit is a Canadian specialist-led digital health and preventative medicine company focused on personalized, data-driven healthcare. We support patients through advanced biomarker testing, specialist-reviewed assessments, hormone optimization, testosterone therapy, growth hormone protocols, women’s health, weight management, peptide therapy, pharmacy coordination, and ongoing care support.
Our model combines clinical oversight, modern technology, licensed pharmacy support, and premium patient care to deliver a more structured and personalized healthcare experience.
We are a fast-growing, founder-led healthcare company with ambitious plans to expand across Canada and beyond. We are seeking a highly capable, discreet, and proactive Executive Assistant to the CEO to work directly with the Founder & CEO from our London, Ontario head office.
This is an on-site role and is not remote or hybrid.
Position Overview
The Executive Assistant to the CEO will provide high-level administrative, operational, communication, and project support to the Founder & CEO of Get Gambit.
This is not a basic administrative role. The successful candidate will operate as a trusted extension of the CEO’s office, helping manage priorities, calendar flow, communications, meetings, follow-ups, internal projects, documents, vendors, candidates, and cross-functional coordination.
The ideal candidate is highly organized, polished, discreet, fast, resourceful, and comfortable working in a founder-led, high-growth healthcare environment. You must be able to anticipate needs, protect the CEO’s time, manage confidential information, and follow through without constant supervision.
This role is best suited for someone who enjoys structure, accountability, execution, and working close to the center of a growing business.
Key Responsibilities
Executive Calendar and Time Management
- Manage and optimize the CEO’s daily, weekly, and monthly calendar.
- Prioritize meetings, calls, deadlines, and follow-ups based on business importance.
- Coordinate internal and external meetings with leadership, clinical teams, pharmacy teams, vendors, partners, advisors, legal/accounting contacts, and other stakeholders.
- Protect focused work time and reduce unnecessary scheduling conflicts.
- Prepare daily and weekly priority summaries for the CEO.
- Ensure the CEO is properly briefed before meetings.
- Anticipate scheduling needs and proactively resolve conflicts.
- Coordinate travel, accommodations, itineraries, events, and meeting logistics when required.
Inbox, Communication, and Follow-Up Management
- Help monitor, organize, and prioritize CEO communications.
- Draft professional emails, memos, internal updates, follow-up notes, and external correspondence.
- Track outstanding replies, commitments, and decisions.
- Ensure important messages and follow-ups do not fall through the cracks.
- Maintain a high standard of tone, accuracy, confidentiality, and professionalism in all written communication.
- Coordinate communication between the CEO and internal departments.
- Act as a professional gatekeeper while maintaining positive relationships across the company.
Meeting Preparation and Documentation
- Prepare meeting agendas, briefing notes, background documents, and relevant materials.
- Attend selected meetings to take notes, capture decisions, and document action items.
- Distribute meeting summaries and follow-up tasks.
- Track owners, deadlines, and completion status for action items.
- Maintain organized records of executive decisions, project updates, and key documents.
- Ensure meetings are purposeful, prepared, and followed by clear execution.
Project and Operations Support
- Support the CEO with cross-functional projects across operations, clinical services, pharmacy, marketing, technology, finance, HR, partnerships, and growth.
- Help coordinate project timelines, task lists, dependencies, and follow-ups.
- Track progress across multiple priorities and provide concise updates.
- Identify bottlenecks and escalate issues when needed.
- Support process improvement, SOP documentation, workflow mapping, and internal project coordination.
- Assist with launches of new services, internal initiatives, patient-experience improvements, and operational changes.
- Help maintain accountability across departments by tracking commitments and deadlines.
Documents, Presentations, and Reporting
- Draft, edit, format, and organize documents, presentations, reports, spreadsheets, briefing notes, and internal communications.
- Prepare polished materials for internal meetings, external partners, vendors, advisors, and leadership discussions.
- Support KPI tracking, reporting dashboards, weekly updates, and business reviews.
- Help organize business plans, hiring plans, operational documents, strategic notes, and leadership materials.
- Maintain accurate, well-structured digital files and folders.
- Ensure documents are clear, professional, and ready for executive review.
HR and Recruitment Coordination
- Assist with job postings, candidate coordination, interview scheduling, onboarding logistics, and hiring administration.
- Coordinate communication with candidates, recruiters, contractors, and department leads.
- Help organize onboarding materials, training schedules, and internal documentation.
- Support team meeting coordination, staff announcements, and internal culture initiatives.
- Track hiring priorities, open roles, interview progress, and follow-up actions.
- Maintain confidentiality around compensation, personnel matters, performance discussions, and organizational planning.
Vendor, Partner, and External Stakeholder Coordination
- Coordinate with vendors, service providers, agencies, consultants, legal/accounting contacts, insurers, landlords, contractors, partners, and other external stakeholders.
- Track proposals, invoices, contracts, renewal dates, deliverables, and follow-ups.
- Ensure external partners receive timely responses and clear direction.
- Maintain professional communication on behalf of the executive office.
- Support relationship management with key business partners and strategic contacts.
Office and Administrative Support
- Support day-to-day head-office organization and executive office workflow.
- Coordinate meeting rooms, office supplies, visitors, couriers, documents, and administrative logistics.
- Assist with expense tracking, receipt organization, invoice routing, and basic administrative finance support.
- Help maintain a clean, professional, organized, and efficient office environment.
- Handle occasional business-related errands or time-sensitive administrative tasks.
- Support internal events, team meetings, leadership sessions, and company initiatives.
Confidentiality and Discretion
- Handle confidential business, financial, clinical, pharmacy, personnel, partnership, and patient-related information with discretion.
- Follow internal privacy, security, document-control, and confidentiality practices.
- Maintain professionalism when exposed to sensitive decisions or information.
- Exercise sound judgment when prioritizing, escalating, or communicating information.
- Protect the CEO’s time, attention, and confidential information.
Required Qualifications
- 3+ years of experience as an Executive Assistant, Senior Administrative Assistant, Office Manager, Operations Coordinator, Founder’s Associate, Chief of Staff Associate, or similar high-accountability support role.
- Experience supporting a CEO, founder, senior executive, owner, or fast-moving leadership team.
- Strong calendar management and scheduling skills.
- Excellent written and verbal communication.
- Strong ability to draft polished emails, memos, meeting notes, and internal communications.
- High proficiency with email, calendar systems, spreadsheets, documents, presentations, and task-management tools.
- Strong organizational skills and exceptional attention to detail.
- Ability to manage multiple priorities, deadlines, and stakeholders at once.
- Strong judgment and confidentiality standards.
- Comfortable working in a fast-paced, high-growth business.
- Ability to work independently, take initiative, and follow through.
- Ability to work on site at the London, Ontario head office.
- Legally authorized to work in Canada.
Preferred Qualifications
- Experience in healthcare, pharmacy, digital health, private medicine, wellness, biotechnology, clinical operations, or another regulated industry.
- Experience supporting a founder or entrepreneur in a high-growth company.
- Experience with project management tools, CRM systems, EMR systems, HR platforms, finance/admin software, or document-management systems.
- Experience coordinating hiring, onboarding, vendor management, or internal operations.
- Familiarity with Google Workspace, Microsoft Office, Slack, Teams, Notion, Asana, Monday.com, ClickUp, Canva, HubSpot, or similar platforms.
- Strong comfort with spreadsheets, reporting, presentation formatting, and written documentation.
- Bilingual English/French is considered an asset.
- Valid driver’s licence and access to reliable transportation is considered an asset.
Who You Are
- Highly organized and disciplined.
- Calm, professional, and discreet.
- Proactive rather than reactive.
- Comfortable taking ownership.
- Able to anticipate needs before being asked.
- Strong writer and clear communicator.
- Detail-oriented without losing sight of priorities.
- Comfortable with ambiguity and rapid change.
- Loyal, trustworthy, and mature.
- Comfortable working closely with a founder/CEO.
- Strong at follow-up and accountability.
- Energized by building systems and improving execution.
- Comfortable working in a healthcare business where privacy, trust, and precision matter.
- Able to move quickly while maintaining accuracy.
What We Offer
- Competitive salary based on experience.
- Opportunity to work directly with the Founder & CEO of a rapidly growing Canadian healthcare company.
- High-exposure role across executive strategy, operations, clinical services, pharmacy, marketing, technology, HR, finance, partnerships, and growth.
- Modern on-site head-office environment in London, Ontario.
- Meaningful work in preventative medicine, executive health, and personalized healthcare.
- Opportunity to grow into broader operations, project management, or leadership support responsibilities.
- Fast-paced, ambitious, and entrepreneurial team culture.
- Direct impact on company execution and organizational effectiveness.
Hiring Transparency
This posting is for an existing vacancy at our London, Ontario head office.
Get Gambit does not use artificial intelligence to screen, assess, or select applicants for this position. Applications are reviewed by people involved in the hiring process.
Post-Interview Communication: Candidates who are interviewed will be informed whether a hiring decision has been made within 45 days of their final interview.
Equal Opportunity and Accommodation
Get Gambit welcomes applications from qualified candidates of all backgrounds. Accommodation is available upon request throughout the recruitment and selection process.
How to Apply
Please email your resume to:
[email protected]
Subject line:
Executive Assistant to the CEO Application
Please include a brief note outlining your experience supporting executives, founders, or senior leaders, and why you are interested in joining Get Gambit.
Pay: $65,000.00-$85,000.00 per year
Ability to commute/relocate:
- London, ON N6E 2T7: reliably commute or plan to relocate before starting work (required)
Application question(s):
- Do you have AI prompting skills in Claude Code?- This will be tested
Education:
- Bachelor's Degree (required)
Experience:
- Executive Assistant to Director, VPs, C-Suite: 2 years (required)
Language:
Location:
- London, ON N6E 2T7 (preferred)
Work Location: In person
