Executive Office Assistant

4 weeks ago

Toronto Ontario, Ontario, Canada Focal Healthcare Full time
Department:

Corporate Affairs

Reports to:

Operations Manager

Responsibilities:
  • Lead the day-to-day management of supplies, equipment, and facilities including equipment maintenance, inventory management, deliveries and related activities
  • Provide confidential secretarial, administrative and general support for company executives as required, including managing the schedule/calendar and monitoring obligations and inquiries Coordinate office activities; troubleshoot or escalate basic office administration issues
  • Assists in establishing and maintaining company files and records
  • Support the development and maintenance of administrative policies, procedures, methods. Identify procedural changes to enable office to function more effectively
  • Perform day-to-day bookkeeping activities and other monetary duties
  • Prepare, draft or process of a variety of documents, including but not limited to, internal/external correspondence, purchase requisitions, travel authorizations and expense reports as required
  • Manage office communications including fielding phone calls, greeting visitors, responding to mail and email inquiries and management of postal services
  • Assists in information preparation including compiling data for reports, standardizing templates, document editing, transcribing and proofreading
  • Assist in human resources operations including posting advertisements and screening applicants
  • Coordinate logistical needs for office employees including making travel arrangements, accommodations, reservations etc.
  • Assist in coordinating and driving departmental projects and deadlines to completion and providing updates as required
  • Participates in the coordination and completion of special projects and/or events
  • Manage and coordinate office activities, company lunch benefits, and other programs
  • Participate in maintaining the effectiveness of the quality management system
  • Present a positive and professional image of the executive office to all visitors, suppliers, inquiries, and other interactions
  • Office maintenance and upkeep.
  • Fax, photocopy and scan documents as required
  • Miscellaneous job-related duties as assigned
Qualifications:
  • Strong ability to communicate effectively, both orally and in writing
  • Ability to carry out tasks with speed and high attention to detail
  • Excellent time management skills and ability to multi-task and prioritise work to meet all deadlines
  • Excellent computer proficiency, including Microsoft Word and Excel
  • Experience in records maintenance
  • Basic knowledge of supplies, equipment, and/or services ordering and inventory control
  • Proven ability to create, compose, and edit written materials
  • Ability to maintain confidentiality and exercise discretion of sensitive information
  • Strong interpersonal skills and ability to work in a teamDemonstrated ability to take initiative and act independently using sound judgment and reasoning
  • Professional, responsive, and positive work attitude is essential
  • Knowledge of basic bookkeeping principles, strongly preferred
Education and Experience:
  • Bachelor’s degree
  • Minimum 1 year experience in administrative support, or related field

Focal Healthcare is committed to accessibility and accommodation for persons with disabilities, and will provide all appropriate accommodation upon request.

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