Executive & Operations Coordinator

NovaResp • Halifax, NS

9d • Onsite

About The Position

NovaResp is a pioneering medtech company reshaping respiratory care through cutting-edge artificial intelligence. On a vital mission to improve life for millions with sleep-disordered breathing. NovaResp developed the revolutionary, AI-powered cMAP® platform to shift sleep therapy from reactive to predictive, making CPAP machines drastically more comfortable. Working here means joining a passionate, diverse team of experts solving real-world healthcare challenges. It is an incredibly rewarding environment where employees are empowered to innovate and build breakthrough medical technologies that save lives and deliver better nights' sleep.

This role is responsible for the day-to-day operation of our office, including human resources administration, bookkeeping, and general administrative activities, ensuring work is completed accurately and the office runs smoothly.
A primary activity of the candidate will be to provide direct support to the CEO, including calendar management, travel coordination and itinerary planning, and preparation for meetings, events, and business activities such as board meetings. They will anticipate upcoming needs and priorities, coordinate logistics, secure required resources (e.g. catering, room bookings, etc.), and resolve routine administrative issues with minimal direction.
The position will work closely with members of the operations team to support grant applications, board reporting, presentations, and other business initiatives.
We are seeking a highly organized and dependable person who is supportive and genuinely enjoys helping others. The successful candidate will have strong communication skills, a collaborative mindset, and the ability to build positive working relationships within our organization. They will be comfortable gathering information, solving problems, and contributing to a fast-paced medical technology environment with competing priorities and deadlines.
Experience with the following software is considered an asset, but is not required: Box, Gmail, QuickBooks, Slack, Wagepoint, BambooHR, Zoom, and Hubdoc. Training will be provided as needed.

Requirements

• Highly organized and dependable person
• Supportive and genuinely enjoys helping others
• Strong communication skills
• Collaborative mindset
• Ability to build positive working relationships within our organization
• Comfortable gathering information
• Comfortable solving problems
• Ability to contribute to a fast-paced medical technology environment with competing priorities and deadlines

Nice To Haves

• Experience with Box
• Experience with Gmail
• Experience with QuickBooks
• Experience with Slack
• Experience with Wagepoint
• Experience with BambooHR
• Experience with Zoom
• Experience with Hubdoc

Responsibilities

• Support the efficient day-to-day operation of the office and help ensure the workplace runs smoothly
• Manage shipping and receiving activities.
• Coordinate office events, staff gatherings, and visitor tours.
• Maintain office software subscriptions and renewals.
• Organize and maintain company files, contracts, presentations, and other business records.
• Provide day-to-day administrative support to the CEO, including calendar management, travel coordination, and itinerary planning.
• Anticipate upcoming priorities and proactively coordinate meetings, resources, logistics, and follow-up actions.
• Prepare materials for board and investor meetings.
• Coordinate meeting logistics, including room bookings, catering, and visitor arrangements.
• Take meeting notes and maintain records of key discussions and action items.
• Coordinate employee onboarding and offboarding activities, including employment documentation, benefits enrollment, and access credentials to the building and office.
• Administer employee benefits programs and maintain employee records.
• Manage employee information within BambooHR, including vacation and sick leave tracking.
• Maintain employee communications and assist with company-wide updates and announcements.
• Coordinate building access and related administrative requirements for team members.
• Enter and maintain financial records, including expenses, invoices, grant funding, and reimbursements.
• Coordinate vendor payments and track upcoming financial obligations.
• Assist with grant funding tracking and reporting.
• Support bookkeeping and financial administration activities in collaboration with management and external service providers.
• Assist with applications and administration of wage subsidy programs.
• Perform company insurance renewals and other corporate administrative requirements.
• Assist with reporting, presentations, grant activities, and special projects as required.
• Collaborate with members of the operations team to support ongoing business initiatives and strategic priorities.

Benefits

• Competitive salary
• Comprehensive benefits package

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed