Position Summary The Personal Assistant provides comprehensive support across personal life, coaching operations, and clinic administration. This role requires exceptional organization, initiative, and the ability to manage multiple priorities with accuracy and discretion. The assistant will coordinate daily activities, manage communication, oversee scheduling, and maintain financial and administrative systems to ensure smooth operations across all areas.

This is a full time position, at an office in the North End of Saint John. Hours will be 9am - 4pm with 1 hour lunch.

Key Responsibilities Personal Support

- Manage personal email inboxes and organize communication.
- Track and record monthly personal and business expenses, ensuring receipts and documentation are properly filed.
- Book and manage personal appointments, reminders, and follow-ups.
- Arrange travel, including flights, accommodations, and itinerary planning.
- Complete and submit important documents and monitor deadlines.
- Support personal administrative tasks, family coordination, and day‑to‑day logistics.

Coaching & Professional Development
- Manage the coaching calendar, including booking sessions, confirming appointments, and handling rescheduling.
- Maintain coaching records, contracts, and client documentation.
- Track coaching-related payments and coordinate with bookkeeping.
- Support client communication, follow-ups, and session reminders.
- Maintain organized digital systems for coaching files and resources.

Clinic & Office Administration
- Prepare, organize,



and summarize weekly and monthly reports from the other clinic staff.
- Update and maintain all clinic policies, including employment contracts, complaints policy, and other operational documents.
- Support administrative tasks for compression socks and related medical services, including scheduling and client follow-ups.
- Manage clinic email communication and maintain organized digital records.
- Track business expenses, maintain financial documentation, and support overall financial organization.
- Coordinate with the bookkeeper and assist with QuickBooks setup, updates, and maintenance.
- Support marketing tasks such as social media updates, website edits, and email communication for Saint John Vein Clinic and Leg Revival Clinic.
- Assist with customer relations, sales tracking, and performance monitoring.
- Research and prepare applications for business development grants and funding opportunities.

Qualifications
- Solid organizational, planning, and multitasking abilities.
- Excellent written and verbal communication skills.
- Proficiency with digital tools such as Excel, QuickBooks, scheduling platforms, and cloud-based systems.
- Ability to manage confidential information with professionalism and discretion.
- Experience with financial tracking, business expenses, grant applications, and tax-related documentation is an asset.
- Self-directed, proactive, and able to anticipate needs before they arise.

Pay: $16.00-$17.00 per hour

Benefits

- On-site parking

Work Location: In person

📌 Personal Assistant (Saint John)
🏢 Saint John Vein Clinic
📍 Saint John