Job Description

Executive Assistant- MyLearningCoach

Hybrid, Kelowna BC

About MyLearningCoach

MyLearningCoach (MLC) is a collective of educational professionals dedicated to providing

full and equitable access

to education for post-secondary students with disabilities. We collaborate with students and accessibility professionals across Canada to connect students with services and supports that help mitigate disability-related barriers to learning.

As a dynamic and fast-growing organization, we provide virtual academic coaching and assessment services that empower students to reach their

full academic potential

. Joining our team means making a

direct impact on students' academic success

while contributing to a mission-driven, inclusive organization.

Position Overview

We are seeking a highly organized and proactive

Executive Assistant

to support our Founder and coordination team. This role is critical to the smooth functioning of MLC's operations, enabling coordinators and coaches to focus on what matters most:

supporting students

.

This is more than a traditional administrative role--you will have exposure to

finance, HR, operations, and student support systems

while playing a pivotal role in

ensuring operational efficiency, compliance, and a seamless student experience

.

Key Responsibilities:

Executive & Administrative Support

Manage the central email inbox and scheduling; support with prioritization and workflow. Coordinate and prepare for meetings, including scheduling, creating agendas, taking notes, and tracking follow-up actions. Draft, edit and proofread professional correspondence, reports, and presentations. Maintain organized digital files, update spreadsheets, and assist with reporting. Support with project timelines, student support systems, and special initiatives. Liaise with team members to streamline processes and improve efficiency.

Operation & Data Management

Support the development and updating of policies, procedures, and internal controls. Oversee and coordinate technology platforms (Google Workspace, LMS, Calendly etc) Research and identify new tools to improve efficiency. Assist with contract preparation and record-keeping. Track and summarize client outcomes, data and program metrics for reporting.

Finance & Grants Support

Assist with bookkeeping, payroll, invoicing, accounts receivable, and expense tracking. Support the preparation of budgets, grant reports, and documentation for accountants. Help manage grant funding and student remittances, ensuring accurate reconciliation and timely reporting. Support optimization of financial systems and tools to improve efficiency.

Human Resources & Records Management

Assist with recruitment, hiring, and onboarding of team members across Canada. Administer benefits program and maintain accurate HR records. Support the development of HR processes, contracts, and compliance documentation. Coordinate with consultants on accounting, HR, and compliance matters to ensure adherence to provincial and territorial employment standards, labour laws, and privacy legislation (e.g., PIPEDA, FOIP). Maintain confidential client, employee, and contractor records in compliance with regulations.

Marketing & Partnership Support

Support website and social media updates. Assist with marketing campaigns and track basic performance metrics. Coordinate promotional material orders and distribution.

Why Join MLC?

Make a

direct impact

on post-secondary students with disabilities. Work in a

mission-driven, inclusive, and collaborative environment

. Gain experience across multiple operational areas, including finance, HR, student services, and marketing. Enjoy a

flexible hybrid work model

with remote options. Opportunities for

professional growth

and exposure to educational and accessibility practices

Preferred Skills and Qualifications

3+ years of experience in executive support, administration, or operations, preferably within

education, psychology, or service-oriented organizations

. Strong organizational, documentation, and confidentiality skills; keen attention to detail. Familiarity with

students with disabilities

and accessibility practices. Excellent written and verbal communication, interpersonal, and problem-solving skills. Ability to work independently and collaboratively in a distributed team. Proficiency with MS Office, Google Suite, Adobe Acrobat, and QuickBooks; knowledge of additional accounting or project management software is an asset. Experience maintaining websites and social media platforms is a plus. Post-secondary education in Communications, Business Administration, Education, Psychology, or a related field is preferred.

Employment Details

Salary: $30- $40/hour (competitive with industry standards for education and psychology sectors) Hours: 15-20 hours per week, with potential to increase Location: Hybrid role based in Kelowna, BC, with flexibility for remote work Benefits: Two weeks' vacation, sick leave and paid winter break closure Potential for additional incentives based on the term of employment

How to Apply

Please submit both a CV and a cover letter highlighting your experience, interest in the role, and alignment with MLC's mission.

We encourage early applications as interviews will begin as soon as qualified candidates are identified. The position will remain open until filled. Only candidates selected for interviews will be contacted.

Job Types: Full-time, Part-time

Pay: $30.00-$40.00 per hour

Expected hours: 15 - 30 per week

Benefits:

Paid time off Work from home
Education:

Bachelor's Degree (preferred)
Experience:

executive assistant: 3 years (preferred)
Location:

Kelowna, BC (required)
Work Location: Hybrid remote in Kelowna, BC