Executive Assistant

  •  Job Description

    The Administrative/Executive Assistant will support a doctor in administrative and office related

    functions, as well as general administrative support for his clinic. In this role you will bring a

    proactive and thoughtful approach to everything that you do, and you’ll help make the clinic hum! This role is not on a typical 9-5 schedule, but rather requires additional on-call hours and is based in Vaughn.

     

    Main responsibilities include:

    • Arrange and schedule meetings, proactively triaging scheduling constraints and coming up with creative solutions for how to solve them.
    • Support in preparation of meeting materials such as slide decks, reports, and agendas, and coordinating tech.
    • Take and distribute organized notes coming out of meetings and calls.
    • Prepare travel arrangements ensuring travel itineraries are clear, organized, and thought through.
    • Manage, organize, and submit expense reports.
    • Establish and maintain an organized digital filing system.
    • Interface directly with office staff and management, industry partners, and other relevant parties on items related to scheduling, meeting coordination, events, travel, etc.
    • Plan and execute clinic events.
    • Provide administrative support to all departmental members.
    • Perform basic bookkeeping functions.
    • Maintain a strict level of confidentiality in all interactions.

     

    Qualifications:

    • Experience in an office setting
    • Business education is an asset
    • Minimum high school diploma; post-secondary education is an asset
    • Outstanding written and verbal communication skills, with impeccable attention to detail
    • Extremely trustworthy and patient
    • Ability to work under pressure
    • Excellent organizational skills
    • Knowledge of Microsoft Suite (e.g., Microsoft Outlook, Word, Excel, PowerPoint)

     

    We thank all candidates for their interest and application. Only qualified candidates will be contacted.