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Executive Assistant

2 weeks ago

Oakville, Canada One Vascular Imaging Full time

One Vascular Corp. is currently looking for an executive assistant to perform a variety of administrative and clerical tasks, financial and human resources administration and provide professional support to the Director of Operations and other executive team members. The ideal person for the job will be a proactive problem solver with exceptional communication skills and a meticulous attention to detail. He/She will have previous experience working in an office environment, performing administrative duties and providing support to management. Given the changing nature of the executive landscape, we rely on our assistant for flexibility and foresight, while maintaining confidences related to high-level systems and operations.

Objectives of this Role
- With a primary responsibility of supporting the Director of Operations, provide support to the executive team as directed to ensure that company goals and objectives are accomplished, and operations run efficiently
- Maintain and refine internal processes that support to the highest-ranking executives company-wide, coordinating internal and external resources to expedite workflow
- Manage communication between upper management and employees, liaising with internal and external executives on various projects and tasks
- Plan and orchestrate work to ensure the senior executives’ priorities are met, organizational goals are achieved, and best practices are upheld

Daily and Monthly Responsibilities
- Perform administrative and office support, such as typing, spreadsheet creation, faxing, and maintenance of filing system and contact database
- Manage incoming invoices and coordinate appropriate payment remittance with the Accounting team
- Maintain and organize employee personnel files and ensure files are up to date and complete
- Coordinate and place clinic supply orders
- Maintain professionalism and strict confidentiality with all materials, and exercise discretion when interfacing with the business
- Assist in outreach and marketing
- Organize team communications and plan meetings, both internally and offsite
- Other administrative duties as needed on a day to day basis

Skills and Qualifications
- 4 years experience in administrative role reporting directly to upper management
- Superb written and verbal communication skills
- Strong time-management skills and the ability to organize and coordinate multiple projects at once
- Proficiency in Microsoft Office and other office productivity tools, with aptitude to learn new software and systems
- Flexible team player willing to do what it takes to get the job done; adaptable and enjoys a challenge
- Ability to keep company confidences

Preferred Qualifications
- Experience overseeing invoices and expenses
- Experience developing internal processes and filing systems
- Experience in Human Resources administration considered an asset

**Salary**: $22.50-$25.00 per hour

**Benefits**:

- Extended health care

Schedule:

- 8 hour shift