Executive Assistant - Jane Leadership Team

Let's kick things off with a quick intro. Jane is a team that's all about fostering growth, spreading delight, and serving our healthcare community. We're on the hunt for people ready to jump in and join us while we simplify the lives of healthcare practitioners and patients daily. And guess what? Jane is a remote-first company, meaning every role at Jane, including this one, is remote, giving you the freedom to work from any corner of Canada.

Your Role in Our Journey

We are seeking a highly organized, proactive, and tech-savvy Executive Assistant to support our Executive Leadership team outside of our CEO’s. This is a newly formed role supporting a team of individuals in a variety of functions across the business in areas such as Marketing, Product, Engineering, Finance, People and Design. This role is ideal for someone who thrives in a fast-paced environment, anticipates needs, and leverages both traditional organization and modern AI tools to streamline operations. You’ll play a key role in ensuring the executive’s day-to-day runs smoothly, with a focus on time management, logistics, and communication.

Learn More About Us

We're founder-led, which means we live our values while maintaining a clear vision for the future. Our product enables the likes of physiotherapists, mental health counsellors, chiropractors, and other allied health practitioners to run their practices in a digital-first way through features such as online booking, charting, scheduling, telehealth, secure payments and billing along with an evolving library of features. You can see more of them here.

There is often a high bar set, not just for the quality of work, but for the care we show for each other and our customers. And it’s our customers raising that bar, never standing still and continually improving which keeps us on our toes. It's not just about what you've done before or how quickly you work; it's about your curiosity and drive to solve the right problems and your agility in learning new ways of thinking.

No doubt, Jane's a special place to work. There is autonomy and flexibility to help integrate work into your life in a way that makes sense for you. Need to block out time to pick up the kids? Go for it. That's normal here. And yes, we have a Slack channel for parents, but we've also got channels dedicated to plants, furry friends, food, pride, wellness - you get the idea! While we love to connect virtually, the Jane team also connects in person throughout the year. That comes in the form of departmental get-togethers, company retreats, or possibly a conference or two across North America if you’re keen to learn more about our community of healthcare providers. We're on the search for folks who are ready to dive in and become part of our journey toward making healthcare professionals' lives easier every single day.

You can also learn more about Jane as a company and a product by checking out our Glassdoor reviews and our Capterra Reviews.

But we’ll also keep it real — as much as we love our work, the mountain we're climbing is always getting taller. We're a growing company, and with that comes the challenge of navigating an environment with many moving parts, often without a clear-cut path laid out in front of us. This is where you come in. If you're the kind of person who gets a kick out of being resourceful and loves solving problems, you'll fit right in.

We believe in collaboration, humility, and keeping a growth mindset. We're looking for people who can embrace our way of working, which often means being flexible and open to change. So, if after reading this, you feel excited about the opportunity — all in the name of helping those who help others — reach out to us to learn more.

In short, if you're excited by our growth, ready to contribute to a challenging yet rewarding environment, and eager to be a disruptor alongside a team of talented individuals, we’d love to hear from you!

• 5+ years of experience as an executive assistant in a fast paced, scaling environment
• Ability to support a team of executives in different functions.
• Growth & Improvement mindset: curiosity and drive to continuously learn and explore ways to make things simple, more efficient and productive for our busy team of executives.
• Excellent communication and writing skills; confident drafting high-level correspondence.
• Highly organized with exceptional attention to detail and time management.
• Comfortable balancing multiple tasks, managing shifting priorities, and working independently.
• Tech Saavy: Comfortable with Google Suite (Gmail, Google Docs), Slack, Notion, AI tools such as Fellow, Travel platforms (such as Travel Perk)

• Calendar Management: Own and manage calendars, scheduling meetings, coordinating appointments, and ensuring optimal time allocation.
• Travel Coordination: Arrange occasional travel, including flights, accommodations, and itineraries.
• Meeting & Event Support: Coordinate executive lunches, dinners, and board meetings, including handling catering and on-site logistics.
• Inbox & Communication Management: Monitor and triage the executive team’s inboxes, prioritize communications, and draft follow-ups as needed.
• Board Meeting Logistics: Organize all aspects of board meetings, including scheduling, materials preparation, and food arrangements.
• Tech & AI Fluency: Utilize modern tools—including AI platforms and productivity apps—to automate tasks, increase efficiency, and assist in daily operations.