Operations Manager / Chief of Staff

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TYPE OF WORK

Full Time

SALARY

$150–$220 USD/week

HOURS PER WEEK

40

DATE UPDATED

Aug 21, 2026

JOB OVERVIEW

About The Role

We are looking for a highly organized, action-oriented Operations Manager/Chief of Staff to work directly with the founder of a growing physiotherapy and healthcare practice.

Your primary objective will be helping the founder stay focused, organized, and executing on the highest-priority initiatives of the practice. You will act as an extension of the founder, helping transform ideas into organized execution.

You will help reduce chaos, create accountability, ensure important projects keep moving forward, and support the day-to-day operations of the clinic.

You will also serve as an important point of contact for patients and the practice, including answering incoming phone calls, responding to inquiries, assisting with appointment-related questions, and ensuring patients receive a professional and welcoming experience.

What Success Looks Like

You naturally:
* Organize information quickly
* Create structure from chaos
* Follow up relentlessly
* Hold people accountable
* Keep projects moving
* Think proactively
* Solve problems without waiting for instructions
* Reduce the founder's mental load
* Communicate professionally with patients, staff, and external partners
* Take ownership of issues and see them through to completion

The ideal candidate is someone who frequently says:
*"I already took care of it."*

Responsibilities
Founder Support
* Organize priorities and projects
* Track action items
* Follow up on commitments
* Create daily and weekly priority lists
* Ensure important tasks do not fall through the cracks
* Help the founder stay focused on the highest-priority initiatives
* Proactively identify tasks that need attention

Patient & Phone Support
* Answer incoming phone calls professionally and courteously
* Respond to patient inquiries and general questions
* Assist patients with appointment-related inquiries
* Coordinate appointment scheduling and changes when needed
* Take accurate messages and ensure appropriate follow-up
* Communicate with patients regarding clinic processes, services, and general information
* Provide a warm and professional first point of contact for the practice
* Follow up with patients when required
* Escalate clinical or sensitive patient matters to the appropriate practitioner or team member
* Maintain professionalism and patient confidentiality at all times

Project Management
* Coordinate internal clinic projects
* Manage task boards
* Track deadlines
* Assign responsibilities
* Follow up until completion
* Coordinate initiatives across practitioners and administrative staff
* Identify delays or bottlenecks and ensure projects continue moving forward

Hiring & Team Coordination
* Post job listings
* Screen candidates
* Schedule interviews
* Coordinate onboarding
* Follow up with team members
* Track hiring and onboarding tasks
* Assist with internal team coordination

Reporting
* Prepare daily KPI reports
* Prepare weekly KPI reports
* Track business and clinic performance metrics
* Maintain visibility across projects
* Track operational and administrative metrics
* Identify trends, issues, or areas requiring attention

Operations & Administration
* Complete business forms and submissions
* Maintain SOPs and documentation when needed
* Coordinate suppliers and vendors
* Coordinate with external service providers when needed
* Assist with administrative processes
* Identify operational bottlenecks and recommend solutions
* Help improve systems and workflows within the practice
* Ensure important administrative tasks are completed accurately and on time

Requirements
* Extremely organized
* Strong written and verbal English
* Excellent follow-up skills
* Strong attention to detail
* Professional and friendly phone communication skills
* Comfortable speaking with patients and healthcare professionals
* Comfortable working in a fast-changing environment
* Able to manage multiple priorities simultaneously
* Strong problem-solving ability
* Able to work independently with minimal supervision
* Comfortable taking ownership and making decisions
* Able to maintain professionalism and confidentiality when handling patient information

## Bonus

* Experience supporting founders or entrepreneurs
* Project management experience
* Healthcare or physiotherapy clinic experience
* Administrative or medical office experience
* HubSpot experience
* Operations experience
* Recruiting experience
* Experience with appointment scheduling or clinic management software
* Customer service or phone-based support experience

Do Not Apply If
* You require detailed instructions for every task
* You prefer repetitive work
* You struggle with changing priorities
* You dislike accountability
* You wait for permission before solving problems
* You are uncomfortable speaking with patients by phone
* You are not comfortable taking ownership of problems and following them through to completion

Compensation
**Base pay: $150–$220 USD/week (depending on experience)**

Schedule
You must be available during regular business hours **Eastern Standard Time (Canada).**

Before We Schedule an Interview
Please complete the following:

**1. Please include the phrase: "Execution creates momentum." in the first line of your application.**
**2. Why do you think you are a right fit for this role?**

SKILL REQUIREMENT
Administrative Management Project Management Customer Service
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