The opportunity:

The Canadian Resident Matching Service (CaRMS), located in downtown Ottawa, is seeking an execution-oriented Chief of Staff to work closely with the team and constituent of CaRMS. Reporting to the CEO, this role is ideal for someone who is passionate about modernizing internal practices to foster collaboration, transparency, and efficiency.

As Chief of Staff, youll serve as a critical partner to the CEO, helping to align priorities, enhance strategy and operations through the modernization of internal systems. You will lead cross-functional initiatives, optimize workflows using tools like Asana, and ensure that our internal processes support a culture of clarity, accountability, and innovation.

This is afull-time, permanent position that is fully remote. The successful candidate must be based in Canada and have the ability and willingness to travel if required. The language requirement for this role is either English essential or bilingual (English and French). Occasional overtime may be necessary to meet critical deadlines.

The role and responsibilities:

• Act as an advisor and partner to the CEO.
• Lead the modernization of practices and processes to improve collaboration, knowledge sharing and the fostering of a OneCaRMS culture.
• Manage and optimize workflows to ensure visibility and accountability working in collaboration with people (HR, Finance, Governance, Marketing, IT, Client Services, Operations, etc.).
• Link strategic outcomes and KPIs to annual operating plans and metrics, including providing summaries and insights for data driven efficiency advancements that will help enable the organization.
• Identify operational opportunities and provide solutions and recommendations to improve workflow and efficiency.
• Lead projects and initiatives including leading across the organization.
• Other duties as assigned.

What we are looking for:

• Bachelors degree in business or related discipline.
• 5+ years of experience in executive support roles including leadership of people.
• Analytical mindset for data driven metrics to inform decision-making and strategic planning.
• Adaptable to navigate relationships and a dynamic work environment within a not-for-profit context.
• Digitally savvy including familiarity with Asana, Microsoft 365, QuickBooks and other cloud-based software systems.
• General understanding of HR, finance, operations, board governance and other functional areas of an organization (sales, partnerships, customer service, etc.).
• Demonstrated background in linking strategy and operational planning to outcomes.
• Ability to modernize and streamline internal practices, processes and systems by using methods such as Jobs to Be Done, Buying Journeys and other industry methods.
• Excellent communication, organizational, and problem- solving skills.
• Comfortable working in a fast-paced, remote-first environment.

The successful candidate:

The successful candidate brings a strong background in executive operations, with proven experience supporting senior leadership and leading cross-functional initiatives. They have a solid understanding of organizational systems and are comfortable working with data and digital tools. They are result-oriented, organized, and capable of managing multiple priorities in a remote work environment. Familiarity with not-for-profit operations, governance, and internal modernization practices will be an asset.

About CaRMS:

The Canadian Resident Matching Service (CaRMS) is a national, independent, not-for-profit organization that provides digital solutions and expertise that matches medical students with training opportunities in Canada.

CaRMS mission is to serve as trusted stewards, builders, and innovators of data informed application and matching services. Our vision is to provide the best possible outcomes for both applicants and faculty through safe, fair, and equitable application and matching systems.

Established in 1970 to provide a fair, objective, and transparent process, CaRMS works with the medical education community, medical schools, and residents/students to provide the digital platform, mathematical algorithm, and knowledge that matches students with medical residency training opportunities.

CaRMS is a client service focused organization relying on a caring and committed team for our success.

You can visit https://www.carms.ca/ to learn more about the company.

What we offer:

CaRMS values an equitable, diverse, and inclusive workforce. We offer a collaborative and enjoyable work environment that focuses on continuous quality improvement (CQI), professional growth opportunities, a comprehensive benefits package, and an industry leading defined contribution pension plan.

How to apply:

Qualified applicants should submit their resume and cover letter to [email protected]

If you are contacted by CaRMS for a job opportunity and require any accommodation or assistance, please inform us directly at [email protected].

The CaRMS team celebrates diversity and is committed to creating an inclusive environment for all employees. We welcome those who would contribute to the further diversification of our organization including, but not limited to: women; visible minorities; First Nations, Inuit, and Mtis peoples; persons with disabilities; and persons of any sexual orientation, gender identity and/or expression.