Executive & Operations Coordinator

About NovaResp

NovaResp is a medtech company using advanced artificial intelligence to improve respiratory care, with a focus on helping people affected by sleep-disordered breathing. The company developed the AI-driven cMAP® platform to move sleep therapy from a reactive approach to a more predictive one, with the goal of making CPAP treatment far more comfortable. The organization brings together a diverse, mission-driven team that works on practical healthcare challenges and develops technologies intended to save lives and improve sleep quality.

Role Overview

This position keeps the office running efficiently on a day-to-day basis. It combines office administration, human resources support, bookkeeping, and general administrative work, with an emphasis on accuracy, organization, and smooth internal operations.

A major part of the role is providing direct support to the CEO. That includes managing calendars, arranging travel, planning itineraries, and preparing for meetings, events, and board-related activities. The role also involves anticipating upcoming needs, organizing logistics, securing resources such as catering and room reservations, and handling routine administrative matters with little supervision.

The coordinator will work closely with the operations team to help with grant applications, board reporting, presentations, and other business priorities. The ideal candidate is dependable, highly organized, comfortable supporting others, and able to communicate well while building positive working relationships in a fast-moving medical technology environment.

Position Details

• This is a one-year fixed-term role, with the potential for extension.
• The job is based in downtown Halifax, Nova Scotia, and is fully on-site.
• A competitive salary and a comprehensive benefits package are offered.
• The planned start date is August 2026.

Office Administration & Operations

• Help maintain smooth daily office operations and support an organized, functional workplace.
• Handle incoming and outgoing shipments.
• Arrange office events, team gatherings, and tours for visitors.
• Keep software subscriptions and renewals up to date.
• File and manage company records, including contracts, presentations, and other business documents.

Executive Support

• Provide ongoing administrative assistance to the CEO, including calendar coordination, travel planning, and itinerary preparation.
• Stay ahead of priorities by organizing meetings, resources, logistics, and follow-up actions as needed.
• Prepare documents and materials for board and investor meetings.
• Coordinate meeting arrangements such as room reservations, catering, and visitor logistics.
• Record meeting notes and keep track of key decisions and action items.

Human Resources Administration

• Support onboarding and offboarding processes, including employment paperwork, benefits enrollment, and access setup for the building and office.
• Administer employee benefits and maintain staff records.
• Update employee information in BambooHR, including vacation and sick leave tracking.
• Help manage internal communications and company-wide announcements.
• Coordinate building access and related administrative tasks for team members.

Bookkeeping & Financial Administration

• Record and maintain financial information such as expenses, invoices, grant funding, and reimbursements.
• Coordinate vendor payments and monitor upcoming financial commitments.
• Assist with tracking and reporting on grant funding.
• Support bookkeeping and financial administration alongside management and external providers.

Business & Funding Support

• Assist with wage subsidy program applications and related administration.
• Complete company insurance renewals and other corporate administrative tasks.
• Help with reporting, presentations, grant-related work, and special projects when needed.
• Work with the operations team to advance ongoing business initiatives and strategic priorities.

Tools and Systems

Experience with Box, Gmail, QuickBooks, Slack, Wagepoint, BambooHR, Zoom, and Hubdoc would be helpful, but it is not mandatory. Training will be provided where needed.

Application Instructions

Applicants should send a resume and a short cover letter explaining their fit for the role to the listed company contact. The application deadline is June 30, 2026.

Additional Information

This is a full-time, on-site position based in downtown Halifax, Nova Scotia.

The company offers a competitive salary and a comprehensive benefits package.

The role begins in August 2026.