Executive Assistant

**Who You Are**

You are an innovative, extremely detail-oriented professional who thrives in a dynamic, fast-paced environment and is excited to be part of a company that empowers women to achieve their full potential. You excel at supporting leadership and clinical teams while ensuring outstanding service and care for patients. As someone who thrives in both operational and patient-focused roles, you bring a proactive mindset, a passion for innovation, and a commitment to excellence in everything you do.

You enjoy being hands-on, identifying creative solutions to challenges, and collaborating within a team to drive growth and success. Your expertise in executive support, patient experience, and program management makes you a critical contributor to the success of one of Canada’s leading women’s health clinic networks.

In this role, reporting to the Founder, Sarah Wilson, you will play a pivotal role in supporting the ambitions of our team by enhancing patient care, innovating internal systems, and driving retention and growth. This is an in person job.

**You Are**:

- **Adaptable**: You thrive in high-growth environments and embrace change with ease.
- **Customer-focused**: You are dedicated to delivering exceptional service to patients, clinic leads, and clinical teams.
- **Innovative**: You identify and implement creative, forward-thinking solutions to improve systems and patient care.
- **Detail-oriented**: You ensure every task is completed with precision and excellence.
- **Collaborative**: You excel in team environments and can influence and inspire others to achieve shared goals.
- **Growth-Driven**: You are excited to contribute to the rapid expansion of a mission-driven organization.

**Role Summary**

**Key ResponsibilitiesExecutive Assistant Duties**:

- Manage the Executive’s calendar, including scheduling meetings, calls, and events.
- Organize clinic leadership meetings: prepare agendas, take meeting notes, and track follow-ups.
- Coordinate travel plans, conference attendance, and logistics for the Executive and team.
- Assist with growth initiatives such as project tracking, reporting, and vendor coordination.
- Support the implementation of patient-focused programs and sales initiatives, ensuring seamless delivery.
- Act as a liaison between the Executive, internal teams, and external partners.

**Patient Experience & Retention Coordination**:

- Serve as the first point of contact for patients, ensuring a warm and professional experience.
- Oversee the full patient journey: scheduling appointments, managing reminders, and follow-ups.
- Conduct feedback calls with patients to understand their experience, gather insights, and resolve issues.
- Track and analyze patient retention metrics, identifying opportunities for improvement.
- Track sales efforts and program sign-ups, reporting on outcomes and areas for improvement.
- Develop patient retention strategies through programs, incentives, and engagement activities.
- Coordinate and implement patient experience events, workshops, and educational programs to build community and loyalty.
- Support patient sales efforts by identifying patient needs, communicating treatment program benefits, and improving conversion rates.
- Manage patient communications related to follow-ups, promotions, and treatment opportunities.

**What You Bring**:
**Education/Experience**:

- Proven experience as an Executive Assistant, Administrative Coordinator, or Patient Experience Coordinator (minimum 2 years).
- Health, naturopathic, or wellness clinic experience is a strong asset.
- Previous experience with sales, patient retention strategies, or event coordination is highly valued.

**Skills & Attributes**:

- Highly organized and detail-oriented, with the ability to juggle multiple priorities.
- Empathic and attentive to the needs of your leader
- Persistent, knowing a project isn’t done until you have completed it
- Excellent communication and interpersonal skills with a patient-centered, sales-savvy approach.
- Proactive in identifying opportunities to improve patient experiences and clinic efficiency.
- Experience gathering patient feedback and using data to improve retention and satisfaction.
- Tech-savvy with proficiency in Microsoft Office, Google Suite, EMR software, and CRM tools.
- Ability to maintain confidentiality and professionalism in all interactions.
- Self-starter with problem-solving abilities and a collaborative mindset.

**Who we are**

Advanced Women’s Health is a rapidly growing network of clinics that is revolutionizing how women access healthcare in Canada. Our focus is on clinical excellence, evidence-informed care, strong teams and empowerment across the company. Our team of Naturopathic Doctors, acupuncturists, nurse practitioners, osteopathic manual practitioners, pelvic physiotherapists and more are all focused on ensuring that women can finally feel like themselves again, naturally Our brother brand Advanced Men’s Health, will a