Executive Support Specialist

1 week ago

Markham, Ontario, Canada ParaMed Full time

Job Summary

The Executive Assistant will play a critical role in supporting the ParaMed executive team, facilitating important company meetings, managing contracts, and driving business development efforts across multiple business units. This role requires a proactive and detail-oriented individual who can handle a wide range of administrative and executive support tasks with minimal supervision.

Key Responsibilities

  • Provide comprehensive support to the executive team, including scheduling, coordinating, and facilitating meetings, preparing agendas, and taking meeting minutes.
  • Identify, prepare, and compile necessary materials ahead of time to ensure that the executive(s) have appropriate information for meetings, reports, presentations, events, and special projects on the calendar.
  • Coordinate and manage business travel for executive(s) as needed.
  • Manage executive calendars, ensuring efficient time management and prioritization of tasks.
  • Organize and facilitate highly attended company meetings across multiple business units.
  • Ensure smooth coordination and execution of meetings, including scheduling, preparing agendas, distributing materials, and ordering catering as applicable.
  • Coordinate contracts, including their electronic distribution for review, execution, and storage.
  • Update and maintain electronic and physical departmental files.
  • Prepare orientation and onboarding itineraries for new hires, ensuring work devices and system access have been delivered/granted.
  • Perform general office duties as assigned, including photocopying, scanning, ordering supplies, and handling couriers.

Requirements

  • Bachelor's degree in Business Administration, Management, or a related field preferred.
  • Minimum 3 years' experience supporting administrative needs of executives.
  • Advanced Microsoft Office skills (Word, Excel, PowerPoint, Outlook).
  • Excellent written and verbal communication skills.
  • Ability to work independently, take initiative, prioritize deliverables in a fast-paced and dynamic environment.
  • Exceptional organizational, time management, and customer service skills with high attention to detail.
  • Discretion, tact, and diplomacy, maintain confidences, and respect for privacy.

About ParaMed

ParaMed Home Health Care is a leading provider of home health care services. We are committed to delivering high-quality care and support to our clients and their families. We are seeking a highly skilled and experienced Executive Assistant to join our team.

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