Position Summary

Wellwise is seeking a highly organized, proactive, and detail-oriented Executive Assistant to directly support the President. This is far more than a traditional administrative role. The successful candidate will serve as a trusted business partner responsible for keeping projects organized, preparing executive-level communications, coordinating strategic initiatives, and ensuring operational excellence across the organization.

This is a full-time, in-person position based at our Scarborough Head Office. Due to the collaborative nature of the role, regular on-site presence is required to effectively support executive leadership and work closely with cross-functional teams.

The ideal candidate thrives in a fast-paced environment, manages multiple priorities with ease, communicates professionally with stakeholders at all levels, and takes ownership of deliverables from start to finish.

Key Responsibilities

Executive Support

- Manage the President's calendar, meetings, travel, and priorities.
- Prepare agendas, meeting packages, presentations, and supporting documents.
- Record meeting minutes and ensure follow-up actions are completed on time.
- Draft professional emails, executive memos, announcements, and company communications.
- Screen and prioritize incoming requests and correspondence.
- Coordinate executive meetings, leadership off-sites, and company events, including logistics and materials

Project Coordination

- Coordinate multiple cross-functional projects simultaneously.
- Track timelines, milestones, risks, and deliverables.
- Follow up with department leaders to ensure accountability and project completion.
- Prepare executive project status reports and dashboards.
- Maintain project documentation and meeting records.

Documentation & Knowledge Management

- Create, organize, and maintain executive documentation and company records.
- Develop professional reports, manuals, policies, and operational documentation.
- Gather information from multiple departments and consolidate it into executive-ready documents.
- Maintain a structured digital filing system to ensure information is easily accessible.

SOP Development & Training

- Develop and maintain Standard Operating Procedures (SOPs)



across departments.
- Create process maps, work instructions, and operational documentation.
- Develop e-learning modules and training materials for store and corporate teams.
- Coordinate document reviews, approvals, and version control.

Presentations & Executive Reporting

- Create high-quality PowerPoint presentations for leadership meetings, Board presentations, and company initiatives.
- Transform data into professional charts, visuals, and executive summaries.
- Support strategic planning sessions by preparing presentation materials and supporting documentation.

Communication

- Act as a central communication point between the President and internal departments.
- Prepare company-wide communications and leadership updates.
- Ensure consistency and professionalism in all written communications.

Qualifications

- Bachelor's degree in Business Administration, Project Management, Communications, or a related field preferred.
- Minimum 3 years of Executive Assistant or Project Coordinator experience supporting senior leadership.
- Experience coordinating multiple projects simultaneously.
- Exceptional written and verbal communication skills.
- Strong business writing skills, including executive memos and reports.
- Experience developing SOPs, policies, or process documentation.
- Experience creating training materials or e-learning content is considered a strong asset.
- Advanced Microsoft Office skills, particularly:
- PowerPoint
- Word
- Excel
- Outlook
- Experience with SharePoint, Microsoft Teams, Smartsheet, or project management software is an asset.

Skills & Competencies

- Exceptional organizational skills
- Outstanding time management
- Strong attention to detail
- Ability to prioritize competing deadlines
- Skilled judgment and discretion with confidential information




- Handle highly confidential and sensitive information with the utmost discretion and professionalism
- Excellent communication and interpersonal skills
- Proficiency with Microsoft 365 and experience leveraging AI productivity tools (e.g., Microsoft Copilot, ChatGPT, or similar) to improve efficiency and document quality.
- Strong project coordination abilities
- Analytical and solution-oriented mindset
- Self-starter with minimal supervision
- Ability to work under pressure while maintaining accuracy
- Continuous improvement mindset

Success Measures

The successful candidate will consistently:

- Deliver high-quality presentations and executive reports.
- Maintain organized, accurate, and accessible documentation.
- Ensure projects remain on schedule through effective coordination and follow-up.
- Produce clear and professional SOPs and training materials.
- Communicate effectively across all levels of the organization.
- Demonstrate exceptional responsiveness, professionalism, and attention to detail.
- Anticipate needs and proactively resolve issues before they become problems.

Why Join Wellwise?

At Wellwise, we are building Canada's leading home health and wellness retailer through innovation, operational excellence, and exceptional customer care. This role offers the opportunity to work directly with the President, contribute to strategic initiatives, and make a meaningful impact on the growth and success of the organization.

Compensation & Benefits

- Salary: $60,000 per year
- Comprehensive benefits package
- Paid vacation
- Professional development opportunities
- Collaborative, fast-paced, in-person work environment at our Head Office

This position is ideal for someone who enjoys being at the center of business operations, excels at bringing structure to complex projects, and takes pride in delivering polished, executive-level work. It is an excellent opportunity to work closely with senior leadership and contribute to the continued growth and success of Wellwise.

Pay: $60,000.00 per year

Benefits:

- Dental care
- Employee assistance program
- Extended health care
- On-site parking
- RRSP match

Work Location: In person

📌 Executive Assistant to the President (Scarborough)
🏢 Wellwise
📍 Scarborough