Executive Assistant and Operations Coordinator

The Embody Lab; United States; Remote; CAD 34,000 - 69,000; Full time

Job summary

The Embody Lab is seeking an Executive Assistant and Operations Coordinator to support Dr. Scott Lyons and the program/operations teams.

The role centers on calendar management, travel planning, and coordinating external projects, with duties spanning content, partnerships, and property logistics. Working remotely, you will navigate time zones and live programming, balancing priorities and maintaining clear, compassionate communication within a fast-moving organization focused on body-based

Qualifications

• Several years supporting a founder, executive or senior leader.
• Ability to manage multiple priorities with discretion and good judgement.
• Strong written communication across emails, memos and slides.

Responsibilities

• Own and protect calendar, balancing priorities and urgent items.
• Coordinate domestic and international travel and itineraries.
• Draft correspondence in the executive's voice when appropriate.
• Prepare briefing notes, agendas and materials for meetings.
• Support program and operations teams with scheduling and documentation.
• Maintain organized trackers, files and workflows.

Skills

Calendar management

Executive support

Written communication

Discretion & confidentiality

Time management

Tools

Calendar tools

Email management tools

Project management tools

Job description

Role: Executive Assistant and Operations Coordinator

Location: Remote

Hours: 40 per week, built around Scott’s program and travel schedule

Compensation: Hourly or Flat Rate

About The Embody Lab

The Embody Lab is the largest global online learning platform for body-based trauma therapies. We train practitioners around the world alongside leading faculty, including Dr. Bessel van der Kolk, Dr. Peter Levine, Dr. Scott Lyons and Dr. Arielle Schwartz. More than 100,000 wellness professionals across 37 countries have trained with us.

Our work spans live workshops, on-demand courses, cohort-based certificate programs, continuing education for clinicians, summits and a thriving membership community. We operate a direct-to-consumer business model with a growing membership subscription, and we are poised to expand as global demand for accessible mental health and wellness education keeps rising.

The Role

This role is split roughly 50/50 between supporting Dr. Scott Lyons directly and supporting the operations of The Embody Lab. You report to Scott and work day to day with the Program and Operations teams. The most important part of the job is owning Scott’s calendar. You decide what gets in, you hold the line when everything looks urgent, and you keep the schedule realistic. Everything else follows from that.

On Scott’s side you will handle his calendar, travel, social media, external projects and partnerships, personal logistics and rental property. On the Embody Lab side you will support programs, faculty, learners, inboxes and documentation alongside the Program and Operations teams.

How the week works

The week is built around Scott’s program schedule rather than a fixed 9 to 5. Live programs, summits, certificates and events run on set dates, some of them outside business hours and across time zones, and travel weeks shift things again.

Expect core overlap with EST/PST time zones, some evenings and occasional weekends during live programming or travel which we flag in advance wherever possible, and lighter weeks between programs so the hours balance across the month.

You are not on call around the clock. You do need to read the calendar ahead and plan your week around what is coming. If you need a fixed schedule, this is not the role for you.

Who we are looking for

• Several years supporting a founder, executive or senior leader, ideally somewhere small and fast moving where you owned things outright rather than waiting for direction
• Comfortable making calls on someone else’s behalf, and comfortable saying no on their behalf when the calendar demands it
• Strong written communication, with the range to write in someone else’s voice convincingly
• Organized by instinct. You keep trackers current because you want to, not because someone checks
• Fluent with calendar, email, project management and scheduling tools, and quick to learn new ones
• Able to create clean, on-brand slides and static social posts from an existing template and style guide
• Discreet with confidential personal and business information, without exception
• Steady when several things go sideways at once

Executive Support & Personal Logistics

• Own and protect Scott’s calendar, making thoughtful tradeoffs so his schedule reflects his priorities and remains realistic
• Schedule meetings, appointments, and commitments while maintaining priorities when everything feels urgentli>
• Coordinate domestic and international travel end to end and prepare clear, comprehensive itineraries
• Draft and respond to correspondence in Scott’s voice where appropriate
• Prepare briefing notes, agendas and materials ahead of meetings
• Surface conflicts early and solve logistics before they reach Scott
• Manage personal appointments, travel, reservations and errands
• Handle confidential personal and business information with discretion

Social Media & Content

• Help manage Scott’s personal social media accounts and maintain a consistent content and publishing schedule
• Create static social media posts within Scott’s established brand, voice, and content strategy
• Coordinate video editing, including communicating with editors, managing revisions, and ensuring content moves from raw footage to final delivery
• Organize content, assets, captions, approvals, and publishing schedules
• Publish approved content across Scott’s social channels and make sure everything is formatted and presented correctly
• Keep editors, designers, and other collaborators moving so the content pipeline stays on schedule

External Projects, Partnerships & Requests

• Project manage Scott’s external initiatives, including R.I.S.E., Primal Reset, and other projects and partnerships he is involved in
• Coordinate across external teams and stakeholders, keeping timelines, meetings, deliverables, decisions, and next steps organized
• Track incoming requests and opportunities for Scott and ensure they are responded to, delegated, declined, or moved forward appropriately
• Track Scott’s external commitments, deliverables, contracts, invoices, and payments, following up until everything is resolvedi>
• Maintain visibility across Scott’s outside projects and proactively flag deadlines, outstanding decisions, or issues requiring his attention

Rental Property Management

• Oversee the day-to-day administration of Scott’s rental property, including bookings and scheduling, guest or tenant communication, and coordinating arrivals and departures as needed
• Coordinate vendors, repairs, maintenance, cleaning, and other property needs
• Respond to issues quickly and serve as the primary coordination point so Scott does not need to manage routine property matters himself

The Embody Lab

Operations & Administrative Support

• Support the Program and Operations Managers with the administrative and coordination work required to keep programs, events, launches, and cohorts running smoothly
• Respond to learner and customer inquiries with warmth, clarity, and professionalism, ensuring questions are resolved in a timely way
• Support with scheduling programs and other administrative tasks, which include program slide creation for Scott
• Coordinate faculty communication, scheduling, materials, reminders, and follow-up so our teachers feel well supported and have what they need
• Manage and triage multiple inboxes, identify what is urgent, handle what can be resolved independently, and escalation what requires attention
• Keep documentation, trackers, workflows, files, and internal systems organized and up to date
• Track deadlines, open items, decisions, and follow-ups across the business and proactively make sure things move through to completion
• Support communication between Program, Operations, faculty, learners, and other stakeholders so information does not get lost between teams
• Prepare meeting notes, action items, follow-up communications, and administrative materials as needed
• Help identify missing information, unresolved issues, or potential bottlenecks before they create larger problems
• Bring strong follow-through to the many moving pieces across The Embody Lab and help ensure nothing important slips through the cracks