Executive Assistant & Operations Coordinator

Whitecloud Solutions is growing, and I need someone who is extremely organized, proactive, and comfortable taking ownership of the details that keep a business running properly.

This role is not about sitting at a desk waiting to be given tasks.

I need someone who notices when something hasn’t been completed, follows up on it, and makes sure it gets across the finish line.

You’ll work closely with me to manage appointments, client follow-up, administrative systems, invoicing, CRM maintenance, scheduling, and the dozens of small recurring tasks that can easily get missed when a business is moving quickly.

What you'll be responsible for

Organization & follow-through

Keep track of commitments, deadlines, client follow-ups, appointments, outstanding tasks and open projects.

Maintain a clear list of what needs to happen, who is responsible for it, and when it is due.

Follow up until things are actually completed — not just until an email has been sent.

Appointments & client communication

Manage and monitor appointments and calendars.

Confirm upcoming appointments and coaching calls.

Contact clients when confirmations are needed.

Follow up on missed appointments and no-shows.

Make reminder and follow-up phone calls when required.

Help reschedule appointments when necessary.

Make sure clients aren't falling through the cracks.

CRM & systems maintenance

Maintain our CRM and internal systems, including Omni/GoHighLevel.

Keep packages, products, templates, workflows and automations organized and consistent.

Identify outdated, duplicated or inconsistent information and clean it up.

Make sure new clients, appointments and opportunities are entered and tracked properly.

Regularly review systems for things that need to be updated, corrected or completed.

Billing & administrative follow-up

Make sure invoices are created and sent when required.





Follow up on outstanding invoices or missing information.

Keep records organized and up to date.

Make sure agreed-upon follow-ups happen after meetings, strategy calls and coaching sessions.

Assist with documents, forms, spreadsheets and other administrative work.

Protecting the owner's time

Help organize priorities and prevent important work from getting buried by urgent distractions.

Prepare information before meetings when needed.

Remind me about commitments and deadlines.

And, importantly, be comfortable saying:

“You said this needed to be done today. We haven't done it yet.”

I am looking for someone who will hold me accountable, not someone who is afraid to interrupt me.

You're probably a strong fit if:

You are naturally organized and get satisfaction from making messy systems clean.

You hate loose ends.

You notice details other people miss.

You are comfortable making phone calls and speaking professionally with clients.

You can follow a process but also recognize when the process is broken.

You aren't afraid to ask questions or push for an answer.

You can learn software quickly.

You are comfortable working independently.

You don't require someone to give you a current task every 30 minutes.

You can handle confidential business information professionally.

You're comfortable working in a fast-moving small-business environment where priorities occasionally change.

This probably isn't the job for you if:

You need detailed instructions for every task.

You avoid making phone calls.





You are uncomfortable following up with people multiple times.

You tend to start things without finishing them.

You wait for someone else to notice a problem.

You dislike changing systems or learning new software.

Tools you'll work with

Experience with all of these is not required, but comfort with technology is important.

- GoHighLevel / Omni
- Google Calendar
- Gmail
- Zoom
- spreadsheets and documents
- online invoicing/payment systems
- AI tools including ChatGPT
- other business software as needed

Hours

35–40 hours per week

Primarily Monday to Friday during regular business hours, with some flexibility around start and finish times.

Compensation

$30–$38 per hour, based on experience and demonstrated ability.

What success looks like

This is where we make the job measurable instead of hiring somebody because they're “nice and organized.”

Within the first few months, I would expect:

Appointments: Every upcoming appointment is confirmed and tracked.

No-shows: Every no-show gets contacted and moved toward rescheduling.

Follow-ups: Nothing sits in your head as “I should probably get back to that guy.”

Invoices: Everything that should be invoiced gets invoiced.

CRM: Omni is clean, consistent and actually reflects what's happening in the business.

Maintenance: Packages, workflows, automations and templates aren't slowly turning into a mess because nobody owns them.

Calendar: You're showing up prepared and aren't constantly wondering where you're supposed to be.

Open loops: There is one place where all outstanding commitments live, and somebody besides you is watching it.

Pay: $30.00-$38.00 per hour

Expected hours: 35.0 – 40.0 per week

Benefits:

- Casual dress
- Extended health care
- Flexible schedule
- Life insurance
- Mileage reimbursement
- Vision care

Work Location: Hybrid remote in St. Paul, AB

📌 Executive Assistant (Canada)
🏢 Whitecloud Solutions
📍 Canada