Executive Assistant Office Manager

4 weeks ago

Toronto, Canada PathWell Full time

About Us:

PathWell, a prominent player in the mental health and wellness sector, seeks a self-driven and proactive Executive Assistant Office Manager. This role is a unique blend of responsibilities, involving both the efficient functioning of our practice and providing high-level support to the Clinic’s Founder.

The ideal candidate operates independently without requiring micromanagement, and consistently takes a proactive approach to address challenges.


Key Responsibilities:

 

Administrative and Operations Management:

·      Coordinate daily office operations, manage client interactions, and support clinicians independently.

·      Oversee the appointment booking system and optimize clinicians' schedules.

·      Administer time-off requests and vacation schedules, monitor attendance, and optimize staff capacity.

·      Develop, maintain, and optimize operational procedures, filing systems, and metrics.

·      Development of key performance indicators (KPIs) for the clinic, establishing methods for

measurement, and implementing systems to track progress towards their attainment.

·      Generate monthly operational reports to facilitate continuous improvement.

·      Maintain and optimize CRM platform for efficient customer relationship management.

 

Billing, Financial Management, and Office Organization:

·      Manage invoicing with precision, ensuring accuracy and timeliness.

·      Oversee budgets and expenses, meticulously maintaining financial records.

·      Generate monthly financial statements and accounting reports, collaborating closely with the

accounting team.

·      Maintain an immaculate and well-organized office environment, efficiently managing supplies and

equipment.


 

Founder Support:

·      Independently manage the demanding schedule of the Founder, skillfully scheduling meetings.

·      Create reports, presentations, and documents for executive meetings and presentations.

·      Provide proactive administrative support to the Founder.

·      Highly responsive and proactive executive assistance support.

·      Adapts to the CEO's needs, foresees potential issues and is quick to respond.

·      A skilled communicator who provides daily updates to keep the Founder informed on relevant

happenings.


Team Support and Stakeholder Management:

·      Collaborate seamlessly with clinicians and staff, fostering an efficient work environment.

·      Play a key role in onboarding new team members, maintaining employee records, and leading hiring

and recruiting efforts.

·      Prepare team communications and practice updates.

·      Create and send biweekly client newsletters for regular communication and engagement.

·      Organize team meetings and rounds, preparing agendas.

·      Manage relationships with accountants, contractors, and third-party suppliers to ensure PathWell's

financial and operational health.

·      Represent PathWell professionally and efficiently to stakeholders, reflecting our commitment to

excellence.


Document and Policy Development:

·      Prepare professional documents and presentations for internal and external use.

·      Develop operational policies and procedures to enhance efficiency and compliance.

·      Create efficiency protocols and metrics to streamline daily operations.

·      Collaborate on the development of operational efficiency metrics to drive continuous improvement.


Qualifications:

·      Bachelor's degree or equivalent work experience.

·      7+ years of excellence in administrative roles, demonstrating strong organizational and multitasking

skills.

·      Exceptional communication and interpersonal skills, with an excellent command of written English.

·      Expertise in generating and organizing detailed documents through Microsoft Excel and PowerPoint,

complemented by advanced proficiency in Microsoft Office applications like Word, Outlook, and

Adobe Pro.

·      Proactive, self-driven, and hardworking, requiring minimal direction or oversight.

·      Experience running an office is an asset. Additionally, candidates with prior experience working within

a healthcare office setting will be highly regarded.

·      Social media knowledge or savviness is considered a valuable asset for this position.


Benefits:

·      Competitive salary.

·      Performance bonus

·      Extended health benefits.


How to Apply:

To apply for the Executive Assistant Office Manager position at PathWell, please submit your resume and a cover letter detailing your relevant experience and qualifications to workwell@pathwell.ca. If you are passionate about mental health and wellness, can provide executive-level support, and possess a proactive, independent work ethic, we invite you to contribute to our vision.


Work Hours/Schedule:

· M – F, in-office role

· This role does require the ability to work occasionally outside of clinic’s operational hours (i.e., to attend off-site meetings, staff meetings, special events, professional development, etc.)

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