Executive Assistant

2 weeks ago

Kitchener, Canada FluidAI Medical Full time

**Job Title: Executive Assistant**

**Company Description**:
FluidAI Medical is creating a paradigm shift in post-operative care, utilizing the plethora of data within the body, to help in the detection of post-operative complications at their onset. Our clinically validated platform sensing technology augments existing wound drains and catheters, providing healthcare providers with a smart monitoring tool that can support earlier detection of deadly complications and enhance the delivery of care.

We are an equal opportunity employer and have a diverse team representation across language, ethnicity, gender and nationality.

**Why join FluidAI Medical?**
- Mission to save lives and improve patient care with technology that’s already deployed on patients in real-world settings.
- Work with a high-performing and cross-functional team that is empowered to grow, learn, and contribute across all levels of the organization.
- Gain exposure across the entire technical stack, from novel sensing technologies and proprietary hardware to mobile/web software and ML algorithms.
- Personal career-focused development and training with access to workshops, coursework, and experienced mentors/consultants.
- Health and wellbeing benefits, including vision, drugs, dental and life insurance.
- Regular offsite activities (COVID-allowing) - past events include rafting, axe-throwing, sports leagues, and the usual BBQ.
- WFH/WFO flexible hybrid model.
- Unlimited vacation and paid parental leave.

**Job Summary**:
We are seeking a highly motivated and organized individual to join our team as a Executive Assistant to provide administrative and operational support to our executive team. As an Executive Assistant, you will be responsible for managing the executive’s schedule, coordinating meetings and events, handling confidential information and ensuring the overall smooth operation of the executive office. You will also be responsible for other tasks including travel arrangements, conducting research, and providing administrative support to other team members as needed.

**Responsibilities**:
This is a demanding and diverse role that includes a mix of creative work, project coordination and market analysis. The role also includes international travel (upcoming travel may include Japan, US, Germany, UAE).
- Provide comprehensive administrative support to the executive team, including managing schedules, arranging travel, preparing reports, and handling confidential information with discretion
- Coordinating travel arrangements, scheduling itineraries, organizing logistics and managing expenses
- Scheduling of appointments, maintaining calendars and coordinating with various stakeholders
- Manage office needs and fulfill order and purchase requests
- IT Management and Administration
- Assist in executive communications both internally and externally
- Maintaining confidentiality in all forms
- Balance competing priorities and deadlines
- Conducting research for a range of topics including investment, networking and events and support in reporting where required
- Planning and organization of events including scheduling, logistics, attendance and other requirements
- Manage and maintain executive's schedule and calendar, including prioritizing appointments and coordinating meetings and events
- Assist in the planning and execution of company events, such as conferences, team building activities, and social events including scheduling, logistics, spending, attendance and other requirements
- Manage and maintain office supplies and inventory, and order new supplies as needed
- Serve as the point of contact for external clients and partners, and communicate with them on behalf of the executive
- Participate in meetings and take detailed notes, and distribute meeting minutes to all attendees
- Perform other duties as assigned by the executive or management team.

**Qualifications**:
You are detail-oriented, organized and can work independently in a fast-paced environment. You are not afraid to take the driver's seat, love to learn and can quickly grasp new concepts as they arise during your work. If this sounds like you, we would love to meet you
- Certificate or Degree in business administration, or related field
- 3+ years of experience in human resources, including recruitment, employee relations, performance management, compensation and benefits, and compliance with legal and regulatory requirements
- Strong knowledge of employment laws and regulations
- Excellent communication and interpersonal skills, with the ability to interact with individuals at all levels of the organization
- Strong organizational and project management skills, with the ability to manage multiple tasks and priorities in a fast-paced environment
- Proven ability to handle sensitive and confidential information with discretion
- Proficient in Microsoft Office, including Word, Excel, and PowerPoint
- Experience with HRIS systems and other HR-related software

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