About Mountainview Movement
We're a Vancouver-based wellness company operating 4 multi-disciplinary clinics with 70+ therapists and over 15000 active patients. We're growing fast adding a brand-new division and a flagship clinic location in late 2026.
The CEO is buried. You're the one who unburies her.
The Role
You'll be the CEO's right hand on day-to-day admin: managing her calendar, triaging her inbox, coordinating with vendors, scheduling interviews, prepping her for meetings, and producing a weekly Monday briefing that tells her exactly what she needs to know.
You'll work alongside our existing team of 5 admins, but your scope is different, you support the CEO personally, occasionally the clinics directly on as needed basis. Think of yourself as her chief of staff for everything below the strategic level.
This is a role with real responsibility. By month 2, you'll be the gatekeeper for her time, the protector of her focus, and the reason things stop falling through the cracks.
This is a long-term, full-focus role. We're not hiring a freelancer or someone juggling 3 clients. We want someone who treats this as the job, your only job and who's looking to build a multi-year relationship. In return, we offer good pay, real growth, and the chance to grow alongside a business that's scaling fast.
What you'll do
Calendar & inbox
- Manage her calendar end-to-end: book, reschedule, protect time blocks, send invites
- Triage her inbox daily: sort, flag, archive, draft replies for her review
- By month 2: she only sees emails you've flagged for her attention
Meeting & travel logistics
- Schedule meetings (internal + external) including across time zones
- Build agendas, gather pre-reads, send follow-up notes
- Coordinate her appointments and commute logistics.
Vendor & operations coordination
- Schedule contractors, suppliers, deliveries
- Track conversations and follow-ups with vendors so nothing slips
- Light project tracking (she'll show you the master tracker)
Hiring admin support
- Schedule candidate interviews (Operations Manager, Therapists, Admin)
- Send confirmation emails, calendar invites, prep materials
- Track candidates through the pipeline
- Conduct initial reference call scheduling
Briefings & summary
- Every Monday morning, prepare a short briefing covering: top priorities, calendar overview, blocking issues, items needing decision, anything urgent
- Every end-of-day, prepare a short summary covering: what got done, what's still open, anything urgent for overnight, prep needs for tomorrow's calendar
- Every Friday end-of-day, prepare a weekly wrap covering: what shipped this week vs. what was planned, what slipped, status on key projects (hiring, expansion, teambuilding events etc.), wins worth noting, items needing decision over the weekend, heads-up on next week's calendar
- This becomes the most important thing you produce each week
Document & expense management
- Organize files in Google Drive
- Track expenses, send receipts to bookkeeper
- Maintain key contact lists and documentation
What we're looking for
Required:
- 3+ years EA experience supporting a founder, executive, or business owner (not just admin/data entry roles)
- Strong written English, your emails must read like the CEO's, not a translation
- Pacific time zone overlap, must be reliably online during Vancouver business hours (some flexibility possible)
- Comfortable with Google Workspace, WhatsApp, calendar tools, Microsoft Office.
- Reliable and back-up internet + quiet workspace for video calls
Strongly preferred:
- Experience with Jane App (clinic practice management software) or willingness to learn quickly
- QuickBooks Online familiarity (read-only access for expense categorization)
- Experience supporting an Executive of a multi-location service business
- Experience working alongside other VAs in a team
You'll thrive here if:
- You anticipate needs before they're asked of you
- You're meticulous, nothing falls through the cracks
- You communicate proactively, not just when asked
- You're comfortable with ambiguity and figure things out
- You can hold confidential information without needing to discuss it
- You take real ownership of your role, not just complete tasks
- You are committed long-term and willing to grow with the company
- You are focused and only work at one job at a time
Compensation
- Hourly pay: depends on experience
- Year-bonus: annual bonus eligibility based on performance and duration of service
- Schedule: 30–40 hrs/week, Monday–Friday, Pacific time overlap required
- Benefits after probation (90 days): paid time off after 12 months, tools and software provided
We pay above market for the right person because EAs make or break a CEO's productivity, and we're committed to keeping you long-term.
How to apply
Send to [Confidential Information]:
- Resume / CV
- Brief cover letter, describe a time you saved your last executive significant time or stress, and how
- Video introduction (1 minute), tell us who you are, why this role, and how you'd describe your communication style and personality
- References available on request
Process: 15-min phone/video screen → 45-min working interview → paid trial task → references → offer. Targeting 4 weeks from first contact to start date.
