Executive Operations Coordinator (CEO Support)

Executive Operations & Marketing Assistant

Full-Time | Long-Term Opportunity

About Forever Young

Forever Young is an award-winning medical aesthetics, beauty, wellness, and laser clinic located in Edmonton, Alberta, Canada.

For over 15 years, we have built one of Edmonton's most trusted clinics, earning 1,600+ five-star Google reviews** while helping thousands of clients achieve long-term confidence through advanced aesthetics and skin health.

Today, our clinic is home to a talented team of professionals offering medical aesthetics, laser treatments, skin rejuvenation, hair services, nails, brows, wellness, and retail skincare—all under one roof. We have built an exceptional reputation, a beautiful clinic environment, and a culture centered around professionalism, education, collaboration, and an outstanding client experience.

We are now entering one of the most exciting chapters in our company's history.

We are undergoing a complete rebrand and business relaunch, including a new brand identity, website, content strategy, social media strategy, digital systems, marketing initiatives, client experience, and the introduction of advanced technologies. Every aspect of our business is being elevated, and we are looking for exceptional people who want to grow with us for the long term.

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About the Role

This is not a traditional Virtual Assistant position.

We are seeking a highly experienced Executive Operations & Marketing Assistant who will become an extension of the business owner.

You will work closely with the owner every day through live Zoom collaboration, providing executive support while helping manage projects, operations, recruitment, auditing, marketing initiatives, and business growth.

This is a highly collaborative role where communication, organization, and proactive thinking are essential. You will be involved in both day-to-day operations and long-term strategic initiatives as we continue our rebrand and business relaunch.

We are looking for someone who enjoys creating structure, improving systems, solving problems, and helping a fast-growing business operate efficiently.

Most importantly, we are looking for someone who wants to build a long-term working relationship and become a trusted member of our leadership support team.

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# Responsibilities

Executive Support

* Executive calendar and schedule management
* Daily administrative support
* Meeting coordination and follow-up
* Research and business development
* Executive correspondence
* Project management
* Organizing company documents and digital files
* Building and maintaining SOPs
* Preparing presentations and reports
* Managing priorities and deadlines
* Assisting with executive decision-making by keeping projects organized and on schedule

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Operations, Recruitment & Auditing

* Review resumes and assist with recruitment
* Coordinate interviews and communicate with applicants
* Support onboarding of new tea ---------- mbers
* Organize training documentation and internal resources
* Conduct operational and administrative audits
* Review completed work for quality and consistency
* Ensure company systems and procedures are being followed
* Maintain operational checklists
* Identify inefficiencies and recommend improvements
* Track project deadlines and accountability
* Assist with business reporting and analytics
* Help maintain organization across departments
* Support continuous improvement of company operations

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Marketing & Social Media Support

* Organize photos, videos, and digital assets
* Build monthly content calendars
* Assist with social media planning and strategy
* Schedule content across multiple platforms
* Coordinate with editors, designers, photographers, and marketing partners
* Organize content libraries
* Conduct social media audits
* Maintain brand consistency across all platforms
* Track campaign performance and marketing initiatives
* Assist with launches and promotional campaigns
* Help execute our overall marketing strategy

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Systems & Organization

* Maintain ClickUp and project management systems
* Organize Google Drive and Dropbox
* Improve workflows and business systems
* Create organized documentation
* Assist with automation and efficiency improvements
* Coordinate multiple ongoing projects simultaneously

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Who We're Looking For

We're looking for someone who:

* Has 5+ years of Executive Assistant, Operations, or Project Management experience
* Has supported CEOs, founders, or executive leadership
* Thinks proactively rather than waiting for direction
* Is extremely organized and detail-oriented
* Has strong project management skills
* Has recruitment or HR administration experience
* Has experience organizing marketing and social media projects
* Has exceptional written and verbal English communication skills
* Is dependable, professional, and solution-oriented
* Can confidently manage multiple priorities simultaneously
* Enjoys building systems and improving business operations
* Wants to build a long-term career with one company

We value people who take ownership, communicate effectively, solve problems independently, and genuinely enjoy helping businesses grow.

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Working Hours

This is a live collaboration role.

You will work closely with the owner throughout the day via Zoom, allowing us to communicate in real time, review projects together, solve problems quickly, and keep business initiatives moving forward.

This is not an asynchronous position. We are looking for someone who enjoys being part of a collaborative team and values consistent communication.

Working Hours

11:00 AM – 7:00 PM
Edmonton, Alberta, Canada (Mountain Time)

You should have:

* A quiet, professional workspace
* Reliable high-speed internet
* A quality webcam and microphone
* The ability to remain available on Zoom throughout your working hours

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Preferred Software Experience

Experience with any of the following is considered a strong asset:

* ClickUp
* Canva
* Google Workspace
* Dropbox
* Meta Business Suite
* Instagram
* Facebook
* ChatGPT
* Notion
* Microsoft Office
* Project Management Software

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Why Join Forever Young?

This is an opportunity to join an established company entering one of the most exciting stages of its history.

You'll become part of a business with:

* 15+ years of success
* 1,600+ five-star Google reviews
* An award-winning reputation
* An experienced and supportive team
* A beautiful, modern clinic environment
* A complete rebrand and business relaunch
* Opportunities for long-term growth, increased responsibility, and career development

We are looking for someone who wants more than just another Virtual Assistant position.

We are looking for a trusted long-term partner who enjoys working closely with the owner, building systems, improving operations, organizing projects, supporting marketing initiatives, and helping execute the vision for Forever Young.

If you thrive in a fast-paced environment, enjoy taking ownership, and want to be part of an exciting period of growth, we'd love to hear from you.

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How to Apply

To help us identify applicants who pay close attention to detail, please begin your application with the words:

**Future Ready**

Then include the following:

* Your resume
* A short introduction about yourself
* Why you're interested in joining Forever Young
* Why you believe you're the right fit for this role
* Your Executive Assistant or Operations experience
* Examples of businesses, founders, or CEOs you have supported
* Your experience with project management, recruitment, operations, auditing, and social media coordination
* The software platforms you are most experienced with
* A brief description of a project or business improvement you are proud of leading or supporting
* Your internet speed test results
* Your computer specifications
* Your expected monthly salary (USD)
* Your earliest available start date
* Confirmation that you are available to work **11:00 AM–7:00 PM (Edmonton, Canada time)** while remaining on Zoom throughout your shift

**Applications that do not begin with "Future Ready" and include the requested information may not be considered.**