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Executive Assistant/office Manager

4 months ago

Toronto, Canada Syed Consulting Group Full time

**Executive Assistant/Office Manager for Psychology Practice**

**Location**: Toronto (In-Person)

**Job Type**: Full-time (In-Person)

An integrative psychology and healthcare practice dedicated to exceptional mental health care. We seek a highly organized and proactive **Executive Assistant/Office Manage**r with a Master’s degree in psychology (or related field) and a strong administrative background. **This role is perfect for someone who prefers to use their administrative skills rather than working as a therapist.**

**Responsibilities**:

- Manage the psychologist's calendar, appointments, meetings, and events.
- Maintain and prioritize the psychologist’s “To Do Task List.”
- Serve as the primary client contact, addressing inquiries and scheduling appointments.
- Maintain accurate client records and foster positive relationships with all stakeholders.
- Organize and maintain electronic and physical files, ensuring confidentiality.
- Prepare and edit documents, reports, presentations, and meeting materials.
- Arrange travel logistics and prepare detailed itineraries.
- Conduct research and compile data relevant to the psychologist’s work.
- Support project coordination, ensuring deadlines and deliverables are met.
- Oversee daily administrative operations and compliance with PHIPAA regulations.
- Handle HR tasks, including job postings, recruitment, and offboarding procedures.
- Develop and implement office policies and procedures.
- Train and supervise administrative staff, interns, and volunteers.
- Conduct performance evaluations and provide feedback.
- Address high-level client concerns and implement quality assurance processes.
- Oversee EHR system implementation and provide technical support.
- Assist with budget planning and financial forecasting.
- Develop and implement marketing strategies and manage social media accounts.
- If needed, manage personal tasks for the psychologist, such as appointments and errands.

**Qualifications**:

- Bachelor of Arts or 5 years related experience.
- Master’s degree in Psychology/ Social Work or a related field is an asset.
- Proven experience as an Executive Assistant, Office Manager, or similar role.
- Strong organizational, multitasking, and communication skills
- Excellent attention to detail and time management skills.
- Proficiency in office software and EHR systems.
- Knowledge of PHIPAA regulations and compliance.
- Strong proficiency in English - verbal and written.
- Ability to maintain confidentiality and exercise discretion.
- Has a car and could drive to multiple locations with GTA when needed.

**Benefits**:

- Competitive salary.
- Health insurance.

**Application Deadline**: June 3, 2023

Pay: From $50,000.00 per year

**Benefits**:

- Extended health care
- On-site parking
- Paid time off

Schedule:

- Monday to Friday
- Weekends as needed

Application question(s):

- This is an in-person position is located in mid-town Toronto. Do you live in Toronto?
- Being very organized and time management is important for this position? How would you rate yourself on these area?
- As a psychology practice, we value health and wellness. Do you engage in regular self-care practices? If so, explain.
- Would you consider this position a stepping stone to another career goal?

**Education**:

- Bachelor's Degree (required)

**Language**:

- English proficiently? (both written & verbal) (required)

**Location**:

- Toronto, ON M4P 2E5 (required)

Work Location: In person

Application deadline: 2024-06-03