Assistant Medical Terminology jobs in Victoria, BC

Company Description

PONY Communications is a full-service boutique PR and Social Media agency, celebrated for its bold, strategic storytelling that helps brands effectively tell their story. With recognition from esteemed organisations such as NASA and Inc., and over 12 PR industry awards, we combine big-agency expertise with personalised, boutique-style care. Our women-led team prioritises creativity, collaboration, and delivering impactful results. Specialising in media relations, thought leadership, social strategy, and brand positioning, we are committed to turning innovative ideas into meaningful impact.

Role Overview

This is a hands-on, in-person role. The ideal candidate is someone who enjoys a job with a variety of tasks and responsibilities, and is willing to learn and adapt as required. This job requires someone who is organised, has strong time-management skills, and is technologically savvy. This candidate will be highly integrated into the owner's household (work location), so must be able to manage personal and professional tasks seamlessly.

Key Responsibilities:

Executive & Administrative Support

• Manage and prioritise executive inboxes, calendars, appointments, and communications
• Respond to emails and coordinate follow-ups with internal teams, clients, and external partners
• Schedule meetings, calls, travel, accommodations, and business-related events
• Coordinate with accountants, bankers, lawyers, insurance providers, and other professional contacts
• Track important deadlines, renewals, registrations, and recurring administrative tasks
• Organise digital files, documentation, receipts, statements, and business records

Financial & Accounting Coordination

• Support bookkeeping and accounting workflows across personal and corporate accounts
• Track invoices, payments, overdue accounts, and contractor payments
• Maintain and upload financial documentation, receipts, bank statements, and expense reports
• Coordinate with accounting teams for tax preparation and year-end documentation
• Assist with payroll transfers, bill payments, reimbursements, and financial tracking
• Monitor subscriptions, utilities, insurance policies, mortgage renewals, and other recurring expenses

Operations & Business Coordination

• Assist with business operations, team events, employee gifts, and client gifting
• Track networking opportunities, registrations, and business-related deadlines
• Coordinate logistics for travel, meetings, and company events
• Maintain organised systems for records, expenses, and operational processes

Household & Personal Management

• Manage household scheduling, errands, appointments, and family logistics
• Arrange medical appointments, prescription refills, insurance submissions, and wellness-related tasks
• Oversee grocery management, household supplies, and recurring subscriptions
• Support travel preparation, packing, and personal organisation
• Assist with birthday gifts, holiday planning, and personal event coordination
• Provide day-to-day support to help maintain efficient household and family operations

Organisational & Communication Skills

• Maintain strict confidentiality and professionalism across personal and business matters
• Proactively identify priorities, follow up on outstanding items, and anticipate needs
• Strong multitasking, organisation, communication, and problem-solving abilities
• Ability to manage competing priorities in a fast-paced environment

Qualifications and Skills

• High School Diploma required; a Diploma in Business Administration is an asset
• 2+ years of relevant experience in an executive or personal assistant role
• Strong familiarity with Google Workspace and Mac systems
• English fluency (spoken and prose)
• Understanding of basic bookkeeping concepts, terminology and possessing numeracy skills

Job Requirements

• Canadian Citizen or legally permitted to work Full-time in Canada (no student visas please).
• Valid Full BC Driver’s License (N class not permitted for insurance reasons)
• Capacity to work Monday- Friday, 9:00 am- 5:30 pm

Salary and Benefits

• Health and Wellness Benefit plan allowance (after 90-day probationary period)
• RRSP Contributions (After 1 year of employment)

Pay: $50,000.00-$55,000.00 per year

Benefits:

• Company car
• Extended health care
• On-site parking
• RRSP match

Ability to commute/relocate:

• Victoria, BC: reliably commute or plan to relocate before starting work (required)

Application question(s):

• Are you legally permitted to work in Canada full-time?
• Are you available to work Monday - Friday 9:00 am to 5:30 pm?

Licence/Certification:

• full BC Driving Licence (required)

Work Location: In person