Operations & Executive Support Coordinator

EnvironFocus™ | Ontario, Canada | Hybrid Employment Type: Full-Time Experience: Minimum 3 years; 3–5 years preferred Compensation: $28–$32/hour, commensurate with experience About EnvironFocus EnvironFocus™ is an environmental management and sustainability consulting company and social enterprise specializing in environmental compliance, Producer Responsibility Organization (PRO) services, ESG and sustainability strategy, waste and energy management, training, and the design and implementation of high-impact environmental and social programs. We are looking for a highly organized, proactive professional who can help keep our growing organization running smoothly. About the Role The Operations & Executive Support Coordinator will work closely with the CEO and serve as a central coordination point for EnvironFocus's day-to-day activities. This is more than a traditional administrative role. You will help coordinate projects, clients, team members, compliance activities, proposals, meetings, programs, and internal processes. We are looking for someone who takes ownership, anticipates what needs to happen next, follows through, and helps ensure that important commitments do not fall through the cracks. Key Responsibilities Coordinate the CEO's calendar, meetings, priorities, correspondence, and follow-ups. Prepare meeting agendas and minutes and track decisions and action items through completion. Maintain a centralized tracker for projects, clients, proposals, regulatory deadlines, programs, and internal activities. Monitor project milestones, deliverables, dependencies, and deadlines and proactively follow up with responsible team members. Coordinate client onboarding, meetings, information requests, documentation, and routine communications. Support the administration of PRO and environmental compliance activities, including reporting calendars, agreements, supply-data requests, records, and deadlines. Track RFPs, proposals, quotations, contracts, business-development opportunities, and required follow-ups. Coordinate activities involving employees, students, interns, consultants, contractors, and external partners. Support webinars, workshops, training, educational initiatives, publications, and social-impact programs. Assist with invoicing, payment tracking, expense documentation, purchasing records, and coordination with bookkeeping/accounting. Maintain well-organized electronic files and confidential business and client records. Develop and maintain SOPs, templates, checklists, workflows, and other operational systems. Identify bottlenecks and recommend practical improvements to increase efficiency. Prepare weekly executive updates identifying completed activities, upcoming deadlines, outstanding actions, risks, and matters requiring CEO decisions. Qualifications Diploma/Degree in Business Administration, Operations Management, Project Management, Environmental Studies, Sustainability, Communications, or a related discipline. Minimum 3 years of relevant professional experience; 3–5 years preferred. Experience in operations coordination, executive support, project coordination, client services, or business administration. Experience within consulting, professional services, sustainability, environmental management, regulatory compliance, or another deadline-driven environment is an asset. Strong written and verbal communication skills. Excellent organizational, documentation, and time-management skills. Strong attention to detail and ability to manage multiple priorities simultaneously. Ability to work independently, exercise sound judgment, and maintain confidentiality. Technology Skills Candidates should be comfortable working with: Google Workspace | Microsoft Office, including Excel | Slack | Zoom/Microsoft Teams | Cloud document management | Project-management and task-tracking platforms | CRM/client-tracking systems The ability to quickly learn new digital tools is important. Who We Are Looking For You may be an excellent fit if you are someone who: Takes initiative without waiting to be reminded. Enjoys creating order and structure. Notices when something has not been completed and follows up. Can confidently and diplomatically hold people accountable for deadlines. Thinks ahead and anticipates potential problems. Can move comfortably between executive, client, project, and administrative responsibilities. Enjoys improving processes rather than simply following them. Has an interest in sustainability, environmental management, and social impact. How Success Will Be Measured Success will include maintaining visibility over critical deadlines, achieving a high rate of on-time task completion, ensuring meeting actions are documented and followed up promptly, maintaining accurate project and client records, supporting responsive client service, and reducing the number of routine operational matters requiring direct CEO intervention. Career Growth This role offers an opportunity to grow alongside EnvironFocus. As the organization expands, a successful candidate may assume increasing responsibility for operational planning, project management, team coordination, client-service systems, and organizational performance, with the potential to progress into an Operations Manager position. How to Apply Interested candidates should submit a resume and brief cover letter explaining their relevant experience and why they are interested in supporting EnvironFocus. Application Deadline: Open until filled. Applications will be reviewed on a rolling basis. Anticipated Start Date: Immediate Join EnvironFocus and help turn sustainability strategies into organized, measurable action and impact.

The role serves as a central coordination point for the CEO, managing calendars, project milestones, and internal operational processes. It involves supporting client onboarding, environmental compliance activities, and the development of operational systems and SOPs.

Requires a diploma or degree in Business, Operations, or Environmental studies with 3-5 years of relevant professional experience. Candidates must be proficient in Google Workspace and Microsoft Office with strong organizational and communication skills.

Identified from the job description. Confirm important requirements above.

• Executive Support
• Operations Coordination
• Project Coordination
• Calendar Management
• Client Onboarding
• Regulatory Compliance
• Business Administration
• Time Management
• Google Workspace
• Microsoft Office
• CRM Systems
• SOP Development
• Stakeholder Management
• Financial Coordination
• Documentation
• Communication

Minimum education

Bachelor’s degree

Minimum experience

2+ years

Apply by

Aug 26, 2026