Executive Assistant

4 weeks ago

Hamilton Ontario EH, Ontario, Canada Insight Global Full time

Insight Global is seeking an Executive Assistant to join the team at one of our clinical clients in Hamilton, ON. This role will involve a variety of executive-level tasks, including managing schedules, coordinating meetings, handling communications, and organizing key documents. Ideal for a detail-oriented, highly organized, and proactive individual, this position requires someone who excels in multitasking, manages time effectively, and thrives in a fast-paced healthcare environment. The successful candidate will be adept at anticipating the needs of the Medical Director, while also ensuring strong communication and organizational skills with staff and clients.

Key Responsibilities:

1. Administrative Support:

  • Manage the Medical Director’s calendar, organize appointments, meetings, and events to ensure efficient scheduling.
  • Prepare materials for meetings, including agendas, presentations, and reports, and attend meetings to take accurate minutes when required.
  • Draft, edit, and proofread a variety of documents, including emails, reports, and clinic communications.
  • Handle phone calls, emails, and other correspondence on behalf of the Medical Director, responding to inquiries and ensuring timely follow-up.

2. Clinic Operations Support:

  • Assist the Medical Director in coordinating clinic-related projects, ensuring deadlines are met and tasks are completed in a timely manner.
  • Maintain confidentiality and privacy of sensitive information, adhering to all healthcare compliance standards.

3. Other Administrative Tasks:

  • Continuously provide ad-hoc support on special projects as directed by the Medical Director.
  • Assist with managing and tracking invoices, billing, and other financial documentation when required.

Qualifications & Skills

Education & Experience:

  • A minimum of 3-5 years of progressive experience as an Executive Assistant, or similar role in a multidisciplinary clinical environment, ideally in diagnostic imaging, pain, and/or musculoskeletal is preferred, but not required.

Skills & Competencies:

  • Strong organizational and time-management skills, with the ability to prioritize and manage multiple tasks simultaneously.
  • Excellent written and verbal communication skills.
  • Ability to handle sensitive and confidential information with professionalism and discretion.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with Electronic Medical Record Systems (EMRs) is a plus.
  • Strong attention to detail and a problem-solving mindset.
  • Friendly, approachable, and professional demeanour, with a focus on teamwork and patient-centered care.
  • Ability to uphold and maintain a high level of confidentiality in handling sensitive and confidential information.
  • Working knowledge of healthcare administration, including regulations, compliance, and industry best practices.

Working Conditions:

  • Possibility of working evenings and weekends (Saturday's & Sunday's) to accommodate the Medical Directors needs.
  • The role requires a high degree of autonomy, strong communication, and collaboration within a dynamic, high-volume setting.

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