Executive Coordinator & Operations Support

Cannabis MarketSpace Inc.; Illinois; Hybride; USD 55 000 - 85 000; Plein temps

Résumé du poste

Cannabis MarketSpace Inc. is seeking an Executive Coordinator & Operations Support to join a fast-growing, mission-driven team focused on wellness and patient care.

You will work directly with the founder to optimize patient/program workflows, documentation, and operating systems as the organization scales. The role emphasizes live information capture, quick organization, problem solving, and turning fast-moving discussions into actionable execution.

Qualifications

• 2–5 years of experience in coordination, operations support, or related roles.
• Experience capturing live information and turning it into actionable items.
• Ability to manage multiple priorities and maintain accuracy in a fast-paced setting.
• Proficiency with Notion, Airtable, or similar workflow platforms is preferred.

Responsabilités

• Work closely with the founder and leadership to support patient/program workflows and scheduling.
• Capture complex live conversations and translate them into notes, action items, and workflows.
• Organize and improve existing systems, SOPs, trackers, and internal processes.
• Coordinate between wellness operations, patient activity, and internal teams.
• Identify issues, solve problems quickly, and keep operations moving.
• Capture key information in real time and convert into clear next steps.
• Translate discussions into actionable workflows for immediate execution.
• Maintain and update notional operation systems to ensure real-time data accuracy.
• Ensure follow-ups and action items are tracked and completed without delay.
• Act as a central coordination point between leadership, operations, and patient workflows.
• Support internal reporting, KPI tracking, and documentation.

Connaissances

Coordination

Operations support

Executive assistance

Workflow management

Documentation

Attention to detail

Outils

Notion

Airtable

AI tools

Description du poste

Executive Coordinator & Operations Support

• September 11, 2026

Summary:

We are seeking an Executive Coordinator & Operations Support professional for a fast-growing, mission-driven organization operating at the intersection of wellness, patient care, and operational excellence.

This role will work closely with the founder and leadership team to support real-time patient/program workflows, internal coordination, documentation, and the continued buildout of operating systems as the organization scales.

This is not a passive support role or traditional Executive Assistant position. It requires someone who can capture information live, organize it quickly, solve problems proactively, and help turn fast-moving discussions into clear execution.

The ideal candidate is highly organized, detail-oriented, and operationally minded, with the ability to manage multiple moving parts, bring structure to complexity, and ensure nothing falls through the cracks in a fast-paced, evolving environment.

• Work closely with the founder to support patient/program workflows, internal operations, scheduling, follow-ups, and execution.
• Capture complex live conversations and translate them into clear notes, action items, workflows, and next steps.
• Help organize and improve existing systems, documentation, SOPs, trackers, and internal workflows.
• Support coordination between ReGenesis389, Nesa’s Hemp, wellness operations, patient/program activity, and internal teams where needed.
• Proactively identify issues, solve problems quickly, and keep operations moving without waiting for step-by-step direction.
• Support live patient and operational sessions by capturing key information and next steps in real time using clear, structured formats
• Translate complex discussions into actionable workflows, ensuring clarity and immediate execution
• Coordinate patient onboarding processes, including scheduling, documentation, and protocol tracking
• Maintain and update operational systems (Notion, Airtable, or similar) to ensure accurate, real-time data
• Ensure all follow-ups and action items are tracked and completed without delay
• Act as a central coordination point between leadership, operations, and patient workflows
• Support the build and refinement of SOPs, documentation frameworks, and internal processes
• Assist with internal reporting, tracking, and organization of key operational data
• Identify workflow gaps and proactively improve systems and processes
• Maintain a high level of accuracy and attention to detail in a patient-focused environment

Reporting To:

• 2–5 years of experience in coordination, operations support, executive assistance, or workflow-based roles
• (e.g., Executive Coordinator, Project Coordinator, Operations Support, Clinical Coordinator, Executive Assistant)
• Experience working in structured, detail-sensitive environments (healthcare, wellness, research, or fast-paced operational teams)
• Medical scribe, clinical documentation, patient coordination, research coordination, healthcare operations, or wellness operations experience is highly relevant.
• Experience creating or improving SOPs, workflows, trackers, documentation systems, or process maps is strongly preferred.
• Strong ability to capture, structure, and act on information in real time
• Experience managing workflows, scheduling, or operational processes end-to-end
• Strong systems mindset, with confidence learning tools such as Notion, Airtable, AI tools, or similar workflow platforms.
• Comfortable working closely with a founder in a fast-moving, evolving, mission-driven environment.
• Comfortable processing complex or technical terminology and translating it into clear next steps
• Strong organizational and communication skills with excellent follow-through
• High attention to detail and ability to manage multiple priorities simultaneously
• Comfortable working in a fast-moving environment where processes are still being built and refined
• Interest or exposure to wellness, healthcare, or patient-centered environments is an asset