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Administrative Assistant and Commissariat operator, ADB
ICAO
Montreal, QC
- Full-time
Manage and prioritize PCL email communications and incoming service requests by classifying, sorting, distributing, and following up on correspondence for Delegations, ICAO HQ and Regional…
Added 28 mins ago
C/
Senior Legal Counsel and Assistant Corporate Secretary
CIRO / OCRI
Toronto, ON · Montreal, QC · AB · Vancouver, BC · Calgary, AB
- Full-time
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- Part-time
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Added 1 hour ago
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- Full-time
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GOAPRDJP000001039 – Administrative Assistant – Intermediate
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Added 11 hours ago
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GOAPRDJP000001039 – Administrative Assistant – Intermediate
S M Software Solutions Inc
Calgary, AB
- Internship
We are seeking an Administrative Assistant – Intermediate to support the Appeals Commission in Calgary, Alberta. The successful candidate will provide administrative and operational support…
Added 11 hours ago
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GOAPRDJP000001040 – Administrative Assistant – Intermediate
S M Software Solutions Inc
AB · Edmonton, AB
- Internship
We are seeking an Administrative Assistant – Intermediate to support the Appeals Commission in Edmonton, Alberta. The successful candidate will provide administrative and operational…
Added 11 hours ago
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GOAPRDJP000001040 – Administrative Assistant – Intermediate
S M Software Solutions Inc
AB · Edmonton, AB
- Internship
We are seeking an Administrative Assistant – Intermediate to support the Appeals Commission in Edmonton, Alberta. The successful candidate will provide administrative and operational…

SonoRAY

Virtual Operations Assistant - SonoRAY

Canada

Full-time

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Job details

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

Original job description

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.

Apply 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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