Executive Assistant Office Manager
1 week ago
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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