Executive & Operations Assistant

Job Vacancy - Executive & Operations Assistant
Part-Time (~25 Hours) | Permanent | In-Office in Victoria, BC
Wage: $30-$35 per hour
Hours: Monday to Friday with weekends + evenings

About Us

Fernwood Coffee, started in 2007, is a family-owned, Victoria-based specialty coffee company operating across e-commerce, subscription, wholesale, and cafe channels, with Parsonage Cafe serving as its customer-facing hospitality arm. We exist to make people’s days better and, through the simple ritual of coffee, act as a steady companion. We believe coffee should carry the same level of care and hospitality as a great meal: thoughtful, consistent, and made to improve someone’s day.

We’re a company that believes in community and growth within that community, not only in our product offerings but also our team. Many who started in entry-level roles now lead key parts of our business, and that’s a big deal to us. The same care we put into our coffee filters down to include our people, our partners, and our communities. We’ve built a team with different strengths coming together to create something that feels considered, reliable and built to last. 

About the Role

We’re growing again! We’re looking for a people-centric, hands-on, detail-oriented, and self-sufficient Executive & Operations Assistant. This role takes tactical, essential operational duties off the Owner’s plate to allow them more brain space and desk space to take on different tasks.

This isn’t your typical corporate desk job. This role includes both onsite, offsite, and at-the-desk work, so the ideal candidate will be someone happy to never have two days look the same. You’re naturally proactive and responsive: keeping the Owner's communications, priorities, and to-dos moving; coordinating with vendors and suppliers; handling onboarding and admin tasks; and running in-person errands.

To feel at home in this role, we’re looking for someone who has a hospitality background and has experience carrying this kind of operational and administrative responsibility. You’re comfortable in a fast-paced environment with constantly shifting priorities and capable of making quick, reliable decisions. You’ve got great instincts, able to easily assess what can be delegated to you, and possess a flexible attitude towards your workday. 

What We Offer

• Competitive hourly wage ($30-$35 per hour)
• Benefits
• Mileage reimbursement
• Gym membership
• Free coffee

A Day in the Life

Owner Support and Communications

• Triage the Owner's inbox daily, identifying what needs their attention from what can be addressed or drafted independently
• Draft, send, and follow-up on routine correspondence and track open threads through to resolution
• Provide support throughout the day as priorities shift
• Flag time-sensitive or high-stakes items and keep a running list of decisions awaiting the Owner's input

Vendor, Customer and Designer Coordination

• Serve as the day-to-day point of contact for designers, packaging suppliers, and other external vendors, keeping projects moving between check-ins with the Owner
• Track deliverables, deadlines, and approvals across active vendor projects
• Act as the main point of contact for all direct-to-customer customer service needs

Onboarding and Administrative Support

• Support new hire onboarding, including paperwork, account setup, and coordinating first-day logistics
• Maintain accurate records and files for staffing, vendors, and operations
• Assist with scheduling, calendar management, and meeting preparation 
• Own receipt reconciliation and support finalizing bookkeeping items as needed
• Review SOPs for accuracy and effectiveness on a monthly basis
• Book travel, manage event logistics, and other coordination tasks as required

In-Person Errands and Onsite Operations

• Run errands across Greater Victoria as needed, including supply pickups, vendor drop-offs, bank runs, and similar tasks
• Provide onsite support at Parsonage Cafe when day-to-day needs arise across service, facilities, or staffing

What You Bring

• Background in hospitality strongly preferred as this role depends on the pace, multitasking, and customer-facing judgment that hospitality experience builds
• Prior executive assistant, office administration, or operations experience is considered an asset
• Demonstrated reliability and follow-through, including ownership of tasks to completion
• Strong ability to identify what can be handled for the Owner and what needs the Owner’s input or approval
• Strong communication skills and comfort representing the Owner and the business in email correspondence and by phone
• Sound judgment and the ability to work independently with minimal direction once priorities are set
• Comfortable in a fast-moving, sometimes ambiguous small-business environment where responsibilities shift day to day
• Valid driver's licence, clean driver’s abstract, and own vehicle for errands and pickups around Greater Victoria
• Proficiency with email, calendar tools, and general office/e-commerce platforms (Google Workspace or equivalent)
• Discretion in handling sensitive business and personal information

Work Environment

• Part-time, in-person role based in Victoria, BC, approximately 25 hours per week, with some flexibility required
• Work is split between administrative and financial tasks (computer-based) and physical, in-person tasks (errands, onsite cafe operations), requiring the ability to move between locations throughout the day
• Physical requirements include standing, walking, and occasionally lifting supplies (up to approximately 30 lbs.)

How to Apply

Are you interested in providing tactile, daily support to one of Victoria’s iconic coffee companies? We want to hear from you! Even if you don’t check every single box, we value diverse lived experiences and encourage you to apply if you have the drive to lead our operations to the next level.

Sound like a fit? Send your resume with your name + Executive/Operations Assistant in the subject line to [COLLAGE LINK].

We can’t wait to meet you.

We thank all applicants; however, only those shortlisted will be contacted.  If you need accommodations at any point during the application or interview process, just let us know via email at careers@reimaginework.ca. We’re happy to work with you to make sure you can show up as your best self.