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Added 3 mins ago
SP
Executive Assistant to the President & CEO
St. Paul's Foundation
Vancouver, BC
- $83,000 to $110,000 CAD / year
- Full-time
The Executive Assistant to the President & CEO is a trusted partner who provides exceptional executive, administrative, and operational support to the President & CEO. As the primary point…
Added 3 mins ago
VR
Concierge
VIVA Retirement Communities
Toronto, ON
- Full-time
Assists the Assistant Community Director and Concierge Lead with developing departmental goals by providing input regarding the concierge department, Leaside operations, talent and training…
Added 21 mins ago
ML
Assistant General Manager
MAPLE LEAF LOUNGE
ON · MISSISSAUGA, ON
- Full-time
The Assistant General Manager is responsible for all aspects of the operation including: budgeting, financial management and weekly analysis, implementation and ongoing success of the…
Added 1 hour ago
JH
Private Dining Sales & Operations Manager - Fine Dining
JRoss Hospitality Recruiters
Toronto, ON
- Full-time
An established upscale dining destination in downtown Toronto is seeking an experienced Private Dining Sales & Operations Manager to lead private events while supporting the day-to-day…
Added 1 hour ago
TH
Department Supervisor Full Time - 7088 St. Albert
The Home Depot Canada
St. Albert, AB
- Full-time
Reviewing sales & other reports while working with assistant manager to make recommendations for improvement on; inventory, overhead organization and cross merchandising in order to drive…
Added 4 hours ago
RH
assistant manager, restaurant
Ripplecove Hôtel & Spa
Ayer's Cliff, QC
- Full-time
Added 4 hours ago
CC
Associate Coordinator, People & Culture at Assiniboine Park
Compass Canada
Winnipeg, MB
- Part-time
The People & Culture Assistant Coordinator, reporting to the Manager, People & Culture provides hands-on support across core HR functions, with a strong emphasis on full-cycle hourly…
Added 4 hours ago
C
Administrative assistant
Centro.team
Montreal, QC
- Full-time
1–2+ years of experience in a Personal Assistant, Executive Assistant, Office Manager, or similar administrative role.
Added 5 hours ago
UG
Office Manager, Executive Leadership Support
UnitedHealth Group
Vancouver, BC · Richmond, BC
- Full-time
The Office Manager, Executive Leadership Support position is responsible for overseeing the day-to-day operations of the office, ensuring an efficient, professional, and well-organized work…
Added 5 hours ago
P7
restaurant assistant manager
Pizza 73
Ponoka, AB
- Full-time
Added 7 hours ago
OF
Assistant Studio Manager
Orangetheory Fitness 10028
AB · Calgary, AB
- $20 CAD / hour
- Full-time
In your role as Assistant Studio Manager, you will create brand awareness, fuel the “buzz”, drive traffic in your studio’s community, lead sales team to achieve studio goals. As the Studio…
Added 7 hours ago
TH
SUPERVISEUR 21/22/25
The Home Depot Canada
St. Albert, AB
- Full-time
Reviewing sales & other reports while working with assistant manager to make recommendations for improvement on; inventory, overhead organization and cross merchandising in order to drive…
Added 11 hours ago
PL
Front of House and Hospitality Manager
People's Light
AB
- Full-time
Partner with the Marketing Assistant on off-site event planning and attend tabling events as needed
Added 16 hours ago
Director, Water and Wastewater Infrastructure Management
Region of Waterloo
Kitchener, ON
Supervises a Manager of Hydrogeology and Water Programs; Manager of Engineering and Planning; Manager of Infrastructure and Program Planning; Manager of Development Engineering; and…
Added 16 hours ago
FN
Retail Store Manager
Fjällräven North America
Victoria, BC
- Full-time
As Store Manager, you'll take full ownership of store performance, leading people, operations, and community engagement in a way that reflects Fjällräven's mission and premium brand…
Added 17 hours ago
DW
Senior Marketing Project Manager
Durabuilt Windows & Doors
AB · Edmonton, AB
- Full-time
Reconcile quotes, POs and invoices with our marketing assistant.
Added 19 hours ago
TU
Manager, Head Office & Facilities
The University of British Columbia
Vancouver, BC
- $6,143.67 to $8,830.25 CAD / month
- Full-time
…processes. Working closely with the Head of Department and Manager, Business Operations, manages the administrative functions of Faculty Hiring and ARPT. Co-Director of the Department HSE…
Added 19 hours ago
TU
Hospitality Coordinator
The University of British Columbia
Vancouver, BC
- $4,732 to $4,972 CAD / month
- Full-time
Reports to the manager, administration and finance, with a dotted line to the assistant principal, programs. Provides essential support to the principal, and also supports the events and…
Added 19 hours ago
TU
Program Assistant
The University of British Columbia
Vancouver, BC
- $4,582 to $4,816 CAD / month
- Full-time
The Program Assistant works under the day-to-day supervision of the Manager, Business Operations. The incumbent collaborates closely with other HR and student services staff, the Associate…
Added 20 hours ago
UO
Manager, Head Office & Facilities
University of British Columbia
Vancouver, BC · UBCV | Civil and Mechanical Engineering Building (CEME)
- $6,143.67 to $8,830.25 CAD / month
- Full-time
…processes. Working closely with the Head of Department and Manager, Business Operations, manages the administrative functions of Faculty Hiring and ARPT. Co-Director of the Department HSE…
Added 21 hours ago
UO
Program Assistant
University of British Columbia
Vancouver, BC · UBCV | Fred Kaiser Building (KAIS)
- $4,582 to $4,816 CAD / month
- Full-time
The Program Assistant works under the day-to-day supervision of the Manager, Business Operations. The incumbent collaborates closely with other HR and student services staff, the Associate…
Added 22 hours ago
UO
Hospitality Coordinator
University of British Columbia
Vancouver, BC
- $4,732 to $4,972 CAD / month
- Full-time
Reports to the manager, administration and finance, with a dotted line to the assistant principal, programs. Provides essential support to the principal, and also supports the events and…
Added 23 hours ago
LC
Assistant Store Manager - Fresh
Loblaw Companies Limited
Yarmouth Indian Reserve No. 33, NS · Yarmouth, NS
- Full-time
Reporting to the Store Manager, the Assistant Store Manager will provide excellence in customer service. Demonstrate leadership by managing employees and effectively planning.
Added 1 day ago
TC
Restaurant Management | Leadership Roles
The Canadian Brewhouse
Kitchener, ON
- Full-time
Assistant General Manager | General Manager Role Responsibilities :
Added 1 day ago
TC
Restaurant Management | Leadership Roles
The Canadian Brewhouse
Kitchener, ON
- $80,000 to $100,000 CAD / year
- Full-time
Assistant General Manager | General Manager Role Responsibilities :

Closed listing

SonoRAY

Virtual Operations Assistant - SonoRAY

Canada

Full-time

This opening has closed.

The original listing is kept below for reference.

Find open jobs More jobs with this employer

About employer

Job details

Job type: Full-time
Posting language: English
Posted: Oct 5, 2026

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Original job description

Archived listing. The details below describe a past opening.

SonoRAY is a growing medical education organization focused on high-quality, hands-on point-of-care ultrasound (POCUS) training for medical students, residents, physicians, and other healthcare professionals.

We organize immersive ultrasound courses supported by instructors, standardized patients/models, institutional partners, and medical education teams.

We are looking for a highly organized and dependable Virtual Operations Assistant to support the day-to-day execution of SonoRAY's courses and operations.

You will report directly to our Project Manager, who oversees SonoRAY and our sister company, Medaibility.

This is an execution-focused role. Your responsibility is to make sure assigned operational tasks are completed accurately, on time, and properly documented.

What You'll DoCourse Operations

Support the organization of upcoming SonoRAY courses, including:

Maintaining course checklists and trackers
Participant registration and follow-up
Instructor scheduling and confirmations
Standardized patient/model coordination
Accommodation and lodging coordination
Meal and catering coordination
Equipment and supply tracking
Preparing forms, schedules, certificates, and course documents
Ensuring outstanding items are followed up before each course

Communication & Follow-Up

Send participant, instructor, model, and partner emails
Respond to routine inquiries using established processes
Follow up on missing forms, payments, confirmations, or information
Coordinate schedules and meetings
Maintain organized communication records
Escalate issues requiring management decisions to the Project Manager

Administrative & Operations Support

Maintain Google Drive files and folders
Update Notion tasks and operational trackers
Enter and organize information in spreadsheets and databases
Update CRM records
Prepare documents, forms, and templates
Assist with invoices, payments, and expense tracking
Support instructor and contractor onboarding
Keep contact lists and operational databases accurate

Marketing & Outreach Support

Assist with email campaigns and newsletters
Maintain university, student-group, and partner outreach lists
Send approved outreach communications
Follow up with prospective participants and partners
Track outreach responses and registrations
Assist with social media and promotional coordination when needed

How You'll Work With the Team

The Project Manager sets priorities, manages projects, assigns responsibilities, and oversees deadlines.

Your role is to help execute those priorities.

For example, if the Project Manager says:

“We need all instructors confirmed for the November course by Friday.”

You should be able to review the instructor list, contact outstanding instructors, track responses, follow up where needed, update the tracker, and report back with what is completed and what still requires attention.

You should not need to be reminded repeatedly about an assigned task.

What We're Looking For

Extremely organized and detail-oriented
Reliable with deadlines and follow-up
Strong written English
Comfortable communicating professionally by email
Able to manage multiple recurring tasks simultaneously
Comfortable working independently
Proactive when information is missing
Able to follow systems, checklists, and SOPs
Comfortable learning new software
Strong Google Docs and Google Sheets skills
Experience with Google Workspace, Notion, Slack, GoHighLevel, Canva, or similar tools is an asset
Previous virtual assistant, administrative, event, education, or operations experience is preferred
Healthcare or medical education experience is an asset but not required

What Success Looks Like

You are successful when:

Course trackers are accurate and current
Emails and follow-ups happen on time
Instructors, participants, and models receive the information they need
Missing information is identified early
Files and databases stay organized
Assigned tasks are completed without repeated reminders
The Project Manager can delegate operational work and trust that it will be completed

Who This Role Is Best For

This role is ideal for someone who enjoys execution, organization, checklists, communication, and making sure nothing falls through the cracks.

We are not looking for someone to independently manage the entire company or make major strategic decisions.

We are looking for someone who can receive a clear objective from the Project Manager, execute it reliably, document the outcome, and flag anything requiring a decision.

How to Apply

Please submit your CV and a brief introduction (maximum 200 words) covering:

Your relevant virtual assistant, administrative, or operations experience
The tools you have used (Google Workspace, Notion, CRM systems, Canva, etc.)
An example of something you were responsible for organizing from start to finish
Your availability and expected monthly compensation
You are helping prepare for a SonoRAY course happening in 7 days. There are 20 participants, 5 instructors are missing, and 20 standardized patients are missing. Some participants have not completed their forms, 3 instructors have not confirmed, the catering order is not finalized, and the equipment checklist has not been updated, we're also missing 2 ultrasound machines. Your Manager gives you this information and asks you to “make sure we’re ready for the course.” Walk us through exactly what you would do next, in what order, and how you would keep your Manager updated.

About employer

More about this job

Responsibilities

Coordinate course logistics, including registrations, instructor and standardized-patient scheduling, accommodations, catering, equipment, and course documents. Manage communications, records, trackers, administrative tasks, and outreach, completing assigned work on time and escalating decisions or issues to the Project Manager.

Requirements

The role calls for a highly organized, dependable person with strong written English, professional email communication, reliable follow-up, and the ability to manage recurring tasks independently. Strong Google Docs and Sheets skills are expected; experience with virtual assistance, administration, events, education, operations, or relevant software is preferred, while healthcare experience is an asset but not required.

Skills

Organization
Attention To Detail
Deadline Management
Follow-Up
Written Communication
Email Communication
Task Management
Google Workspace
Google Docs
Google Sheets
Notion
Slack
GoHighLevel
Canva
CRM Management
Course Coordination

Visa sponsorship

Not detected in the job text

Keywords

SonoRAY
Medaibility
Point-Of-Care Ultrasound
POCUS
Medical Education
Course Operations
Course Checklists
Participant Registration
Instructor Scheduling
Standardized Patients
Course Logistics
Accommodation Coordination
Catering Coordination
Equipment Tracking
Google Workspace
Google Drive
Google Docs
Google Sheets
Notion
Slack
GoHighLevel
Canva
CRM
Spreadsheets
Databases
Email Campaigns
Newsletters
University Outreach
Social Media
Standard Operating Procedures

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