Executive Assistant Office Manager

1 week 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.)

  • Executive Assistant Office Manager

    1 week 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...

  • Executive Assistant Office Manager

    1 week 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...

  • Executive Assistant Office Manager

    Found in: Talent CA 2A C2 - 7 days 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...

  • Executive Assistant Office Manager

    Found in: Whatjobs CA C2 - 1 week 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...

  • Executive Assistant Office Manager

    Found in: Appcast CA C2 Glassdoor - 1 week 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...

  • Executive Assistant Office Manager

    Found in: Appcast CA A2 P - 2 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...

  • Executive Assistant and Office Manager

    2 weeks ago

    Toronto, Canada Summit Search Group Full time

    About Our Client:Our client is a growing yet well established boutique real estate development company.Schedule: Monday – Friday, on site (Additional support on weekends/after hours as needed) Reliable transportation is needed to commute to this location.Position Scope:We are seeking a highly organized, technologically savvy, and proactive Executive...

  • Executive Assistant and Office Manager

    2 weeks ago

    Toronto, Canada Summit Search Group Full time

    About Our Client: Our client is a growing yet well established boutique real estate development company. Schedule: Monday – Friday, on site (Additional support on weekends/after hours as needed) Reliable transportation is needed to commute to this location. Position Scope: We are seeking a highly organized, technologically savvy, and proactive Executive...

  • Executive Assistant and Office Manager

    2 weeks ago

    Toronto, Canada Summit Search Group Full time

    About Our Client: Our client is a growing yet well established boutique real estate development company. Schedule: Monday – Friday, on site (Additional support on weekends/after hours as needed) Reliable transportation is needed to commute to this location. Position Scope: We are seeking a highly organized, technologically savvy, and proactive Executive...

  • Executive Assistant and Office Manager

    2 weeks ago

    Toronto, Canada Summit Search Group Full time

    About Our Client: Our client is a growing yet well established boutique real estate development company. Schedule: Monday – Friday, on site (Additional support on weekends/after hours as needed) Reliable transportation is needed to commute to this location. Position Scope: We are seeking a highly organized, technologically savvy, and proactive Executive...

  • Executive Assistant and Office Manager

    2 weeks ago

    Toronto, Canada Summit Search Group Full time

    About Our Client: Our client is a growing yet well established boutique real estate development company.Schedule:Monday – Friday, on site (Additional support on weekends/after hours as needed) Reliable transportation is needed to commute to this location.Position Scope: We are seeking a highly organized, technologically savvy, and proactive Executive...

  • Executive Assistant Office Manager

    4 days ago

    Old Toronto, Canada EightSix Network Inc Full time

    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...

  • Executive Assistant Office Manager

    4 days ago

    Old Toronto, Canada EightSix Network Inc Full time

    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...

  • Executive Assistant Office Manager

    4 days ago

    Old Toronto, Canada EightSix Network Inc Full time

    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...

  • Executive Assistant Office Manager

    Found in: Jooble CA O C2 - 5 days ago

    Toronto, ON, Canada EightSix Network Inc Full time

    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...

  • Executive Assistant and Office Manager

    Found in: Whatjobs CA C2 - 2 weeks ago

    Toronto, Canada Summit Search Group Full time

    About Our Client: Our client is a growing yet well established boutique real estate development company. Schedule: Monday – Friday, on site (Additional support on weekends/after hours as needed) Reliable transportation is needed to commute to this location. Position Scope: We are seeking a highly organized, technologically savvy, and proactive...

  • Executive Assistant and Office Manager

    Found in: Appcast CA C2 Glassdoor - 2 weeks ago

    Toronto, Canada Summit Search Group Full time

    About Our Client: Our client is a growing yet well established boutique real estate development company.Schedule: Monday – Friday, on site (Additional support on weekends/after hours as needed) Reliable transportation is needed to commute to this location.Position Scope:We are seeking a highly organized, technologically savvy, and proactive Executive...

  • Executive Assistant and Office Manager

    Found in: Appcast CA A2 P - 1 week ago

    Toronto, Canada Summit Search Group Full time

    About Our Client: Our client is a growing yet well established boutique real estate development company.Schedule: Monday – Friday, on site (Additional support on weekends/after hours as needed) Reliable transportation is needed to commute to this location.Position Scope:We are seeking a highly organized, technologically savvy, and proactive Executive...

  • Executive Assistant/office Manager

    1 week ago

    Toronto, Canada Liberal Member of Parliament Full time

    **To apply, please submit your cover letter, resume, and salary expectation, then complete the online assessments from Indeed.** Position: Executive Assistant Location: Scarborough, Ontario Reporting to the Member of Parliament, the executive assistant is responsible for the overall management of the Member’s office, including managing financial and...

  • Executive Assistant Office Manager

    Found in: Jooble CA O C2 - 1 week ago

    Toronto, ON, 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...