Executive Assistant

3 weeks ago

Hamilton, Canada Shift Collab Full time

Shift Collab is a leading national mental health therapy practice headquartered in Ontario. We stand proudly as a leader in therapy and mental health services for highly-driven people, teams, and institutions across Canada. At Shift Collab, we believe therapy should feel good, and we are on a mission to #maketherapynormal by providing mental health care that’s relevant, actionable, and accessible.

This position is right for you if
- You are self-motivated, a masterful and independent solution-focused problem solver, and possess exceptional organization and execution skills
- You are extremely detail-oriented, a strong project manager, and enjoy acting as a second brain to the executives of a company
- You also value upholding discretion and confidentiality
- You have excellent written and verbal communication skills and a can-do attitude. You enjoy a fast-paced work environment and go above and beyond to ensure that tasks are completed efficiently, effectively, and on time

**Responsibilities**
- Executive calendar management, including the planning and coordination of travel, meetings, podcasts, events, social engagements, and logistics, ensures efficient time management and prioritization
- Coordinate meetings and staff social events (virtual and in-person). Manage calendar invites, prepare meeting materials, including basic slide decks, organize meeting agendas, coordinate room bookings and technological requirements, and organize travel arrangements, including accommodation, when required
- Participate in data management and data entry tasks in support of key departments, including weekly clinic stats, referral sources and contact information, and performance metrics
- Establish and maintain accurate electronic and hardcopy filing systems utilizing platforms like Google Workspace, Zoom, Excel, HubSpot etc
- Responsible for certain bookkeeping functions like receipt reconciliation, liaising with our bookkeeper on financial record keeping practises, cashing cheques, and other banking transactions
- Assist with on-site office administration and logistics, such as managing incoming and outgoing mail, corporate gifting, filing, organizing, completing errands, and purchasing

**Requirements**:

- 2-5 years of experience providing executive administrative support preferred
- Post-secondary education in a related discipline or the equivalent combination of education and work experience
- Experience in the healthcare industry is an asset
- Technology forward, excellent computer skills including proficiency in the Google Workspace suite (Google Docs, Slides, Sheets, Calendar, Gmail)
- Valid driver’s license and access to a vehicle

**Benefits**

Salary Range: $50,000-$55,000

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