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Executive Assistant/office Manager
2 weeks ago
**_WE TAKE CARE OF PEOPLE_**
- We are a team of Doctors, Nurses, and Healthcare professionals dedicated to being Canada's trusted leader in fertility care. We offer our patients the shortest time to a healthy pregnancy and make every effort to make their journey the least stressful possible._
- From fertility tests and donor sperm to Canada’s largest Natural Conception Program and the world’s leading IVF technology, at Hannam Fertility we offer a wide range of fertility services. Our program offers a level of technology, quality control, and care unparalleled in Canada._
- We are also the only fertility clinic in Canada certified by the American College of Pathologists, the highest standards in the world._
- Leading physicians, cutting edge science, LGBTQ+ friendly environment, and a beautiful patient-centered facility downtown._
- If you are excited by the opportunity to join a highly successful and fast-paced, rapidly growing specialized healthcare provider and be part of our talented team, then this might be just the right role for you._
**Summary**
Reporting to the Vice President of Operations (VP, Ops) for the 12 Month maternity leave coverage, the Executive Assistant/Office Manager (Maternity Leave) performs a wide range of high-level administrative services and executive support functions, including executive support to the CEO, maintaining files, ordering supplies, responding to inquiries, handling sensitive information, a variety of administrative duties, and maintaining confidentiality as required.
The Executive Assistant/Office Manager (Maternity Leave) supports the day-to-day clinic operations and administrative needs by primarily supporting the CEO, Vice President of Operations and the organization’s leadership team. This role will also provide high level executive support and administration to the CEO/Medical Director as far as calendar management, appointment tracking, re-prioritization of scheduling as needed, and generally assisting the CEO with all pertinent administrative needs.
The Executive Assistant/Office Manager (Maternity Leave) also utilizes organizational knowledge, experience of processes & procedures, and critical thinking to help support leaders, ongoing projects and helps to guide operational tasks and projects, while supporting process improvement where appropriate, Above all, the Executive Assistant/Office Manager (Maternity Leave) supports HFC in maintaining its brand, supporting HFC to help in reaching its Mission, Vision, and Values, and consistently work to support project goals and objectives.
**Duties and Responsibilities**
**1) **Leadership Support**
- Management and oversight of CEO/Medical Director’s administrative and personal calendar, including reprioritizing existing appointments and scheduled meetings as needed.
- Coordinating multiple agendas and taking minutes for identified committee and leadership meetings
- Coordinate, book, and facilitate meetings via Outlook and Zoom
- Develop and maintain relationships with the entire leadership team to provide optimal administrative and organizational support to complete projects and tasks
- Acts as a liaison/representative between staff/leadership and the CEO or VP, Ops, should they not be available
- Coordinate and plan facilities management in consultation with the VP, Ops. and their team, including oversight of activities such as space allocation, assigning and maintaining equipment, clinic security, purchasing and inventory maintenance of general office/non-medical supplies, overseeing and scheduling of preventative maintenance and general repair issues, etc.
- Acts as the Health & Safety Fire Marshall and participates as a member of the Joint Occupational Health and Safety Committee (JOHSC)
- Proactively manage a complex calendar, including scheduling internal and external meetings, calls, appointments, and travel, while managing corporate Travel/Points programs in collaboration with the Finance team
- Other duties as needed/assigned
**2) **Project Support**
- Provides project support to the CEO and other leaders in the planning and implementation responsibilities related to all assigned projects
- Provides regular updates to the CEO and other leaders as required, to support all project timelines, milestones, and deliverables.
- Develops mechanisms for tracking project progress and reporting to stakeholders.
- Supports the CEO and other leaders in organizing team/stakeholder meetings to solicit feedback, input, and expectations, and incorporates recommendations into project plans.
- Coordinate and prepare for meetings hosted by the CEO and other leaders, including agenda development, meeting materials, room set-up, and food/drink ordering if required.
- Maintain minutes for committee and leadership meetings, as required
- Communicates follow up steps to stakeholders and project participants promptly and as needed
- Material/document management (printing, distributing, etc.)
- Identify and engage st
