[Hiring] Associate Chief of Staff @Doxim

Role Description

This role works directly with the Executive team and coordinates strategic cross-functional initiatives that improve how the organization operates. The role combines project management, organizational improvement, and executive coordination.

Reporting to the CEO, this role turns strategic priorities into project plans, tracks progress with owners/stakeholders, and helps ensure decisions and commitments are followed through. This position is well suited to a highly organized professional who can manage multiple priorities, communicate or liaise effectively across teams, and bring structure to complex or evolving work.

This role can be performed remotely from Ontario, British Columbia, or Alberta. Working hours will generally be aligned with the Eastern time zone.

Key Responsibilities

• Help track organizational priorities, performance measures, and leadership commitments.
• Translate approved priorities into project plans with clear deliverables, timelines, responsibilities, and success measures.
• Schedule and facilitate project meetings, document decisions, and monitor action items, maintain project documentation, status reports, risk logs, and implementation plans.
• Prepare concise progress updates for project sponsors and the executive leadership team.
• Identify emerging risks, delays, and resource constraints and bring them to the appropriate leader for resolution.
• Support the transition of completed projects into ongoing operational ownership.
• Assist with change-management activities, including communications, stakeholder engagement, training coordination, and adoption tracking.
• Monitor whether implemented improvements are achieving their intended results.

Qualifications

• 3-5 years of relevant experience in project coordination, business operations, executive support, organizational improvement, or a related area.
• Proven experience coordinating projects involving multiple teams or departments.
• Excellent communication skills, spoken and written, including effective meeting facilitation and presentation skills.
• Highly proficient with Microsoft 365.
• Strong organizational skills and demonstrated ability to manage competing priorities.
• Project-management or change-management certificate is an asset.
• Bachelor’s degree or diploma in business administration, project management, communications, public administration, human resources, or a related field; equivalent work experience may be considered.
• Experience supporting an executive team.
• Sound judgment and experience handling confidential information.

Benefits

• Work Environment That Suits You: Our opportunities come in all shapes and sizes; from fully remote, to in-office, to hybrid; across North America, South Africa, and Europe.
• Benefits That Fit: As of Day 1 of employment, our flexible benefit options have you covered from healthcare to employer-matched retirement savings and everything in between.
• Growth That Excites: We are passionate about nurturing talent from within so this won’t be just a job – it will be a journey.
• Time Off That Recharges: Take the breaks you deserve with our generous PTO policy designed to help you rest, reset, and return at your best.
• Refer & Reap the Rewards: Love working at Doxim? When you refer talented people to join us, you’ll earn a bonus through our Employee Referral Program. Great people know great people!