Executive Assistant to Dermatologist

6 months ago

Edmonton, Canada Lucere Dermatology & Laser Clinic Full time

EXECUTIVE ASSISTANT

LUCERE DERMATOLOGY & LASER CLINIC

JOB TYPE: Full Time

OVERVIEW:
We are seeking a dedicated and organized Executive Assistant to support the leading dermatologist of Canada. In this role, you will be responsible for managing the executive's schedule, handling correspondence, preparing presentations, providing support as needed, and taking minutes during meetings. Additionally, you will take on essential human resource functions, ensuring smooth employee onboarding and orientation, maintaining accurate employee records, and coordinating with the head office for payroll processing on a bi-weekly basis.

JOB DESCRIPTION:
1. Schedule Management: Efficiently manage the executive's calendar, appointments, travel arrangements, board meetings and guest speaking events to ensure optimal use of time.

3. Presentations: Assist in preparing and formatting presentations, reports, and documents for meetings and conferences.

4. Travel Arrangements: Plan business trips including transportation (ground and air), make reservations at hotels and restaurants, register for conferences, book entertainment, and communicate these plans with vendors and other participants.

5. Expense Management: Track and manage executive expenses, ensuring accurate and timely record-keeping. Summarize and report executive expenses for record keeping, and coordinate with vendors to process reimbursement requests promptly and efficiently.

6. Meeting Support: Attend meetings and take accurate minutes, summarizing key discussions and action items to distribute among participants.

7. Human Resource Functions:

- Facilitate employee onboarding and orientation processes.
- Maintain and update employee files, ensuring accuracy and compliance with regulations.
- Verify employee hours worked and collaborate with payroll department for accurate payroll calculation.
- Coordinate with the head office to submit payroll information bi-weekly.

8. Accounting Support: Assist in basic accounting tasks such as data entry and filing to ensure financial records are organized and up-to-date.

9. Office Administration: Provide general administrative support to the leadership team, assisting with various tasks as needed to ensure the smooth operation of the office.

**REQUIREMENTS**:

- Proven experience as an executive assistant or in a similar administrative role.
- Strong organizational skills with the ability to multitask and prioritize tasks effectively.
- Excellent communication skills, both written and verbal.
- Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Knowledge of basic human resource and payroll processes.
- Attention to detail and high level of accuracy in work.
- Ability to maintain confidentiality and handle sensitive information with discretion.

QUALIFICATIONS:

- Bachelor's degree in Business Administration, Human Resources, or related field.
- Experience in healthcare or medical office settings.
- Familiarity with HR software and accounting software is a plus.

HOW TO APPLY:
We appreciate all applicants for their interest in this position, but only those selected for an interview will be contacted.

**Job Types**: Full-time, Permanent

**Salary**: $45,000.00-$50,000.00 per year

**Benefits**:

- Company events
- Dental care
- Extended health care
- On-site parking
- Store discount
- Vision care

Flexible Language Requirement:

- French not required

Schedule:

- Monday to Friday

Ability to commute/relocate:

- Edmonton, AB T6X 0N9: reliably commute or plan to relocate before starting work (required)

**Education**:

- Secondary School (preferred)

Work Location: In person

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