Executive Assistant

2 weeks ago

Toronto, Canada Anova Fertility & Reproductive Health Full time

**About the position**

The Executive Assistant is the main point of contact for for booking meetings with the CEO. The Executive Assistant is responsible for enhancing the CEO’s effectiveness by managing the CEO’s schedule, channeling access of staff and third parties to the CEO and helping the CEO prepare for meetings and events. The Assistant also performs administrative tasks, including drafting letters, memos and reports, creating presentations and preparing, processing and filing information. To thrive in this role, the incumbent is required to build and maintain collaborative relationships within the organization as various functions rely on each other’s performance, and outside of the organization, as the Company relies on outside service providers and suppliers.

This position reports to the CEO.

**Main Responsibilities**
- Maintain CEO calendars for all non-patient events, including internal events, conferences, media and personal events
- Screen requests for time and schedule appointments with third parties
- Research, draft and edit professional and personal correspondence
- Schedule conference calls, Skype calls and meetings, domestic and international
- Liaise with Operations Manager regarding Clinic schedule, as appropriate
- Distribute communications, including presentations, speeches and media articles
- Prepare agendas, collect documentation and take notes at on-site and off-site events
- Coordinate CEO travel and book transportation, meetings and lodging
- Coordinate and produce staff events
- Assist and support CEO with appearances on monthly TV interviews as well as with marketing campaigns
- Perform Personal Assistant tasks such as tracking personal events for CEO, purchasing gifts, securing items required and running errands
- Attend meetings as directed and ensure that refreshments and food are available
- Provide administrative support to other executives as needed
- Ensure that records are current, correct, legible and traceable
- Maintain strict confidentiality and security of records

**Qualifications**
- Post-secondary education in office administration, administrative assistance, or related
- 3 to 5 years of experience working as an Executive Assistant
- Proficiency in working with Microsoft Office programs and use of internet
- Impeccable telephone etiquette and customer service skills
- Track record of protecting company by maintaining confidentiality
- Exemplary writing and communication skills
- Experience or familiarity with social media for promotional purposes
- Experience working with electronic medical records systems an asset
- Valid Ontario 'G' driver's license and access to a reliable vehicle

**Profile**
- Action-focused and results-oriented
- Passion for crafting compelling messages
- Sincere interest in making a difference in patients' lives
- Conscientious, punctual and dependable
- Meticulous attention to detail
- Unfazed under pressure
- Intellectually curious

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

Schedule:

- 8 hour shift

Work Location: In person

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