Executive Assistant/office Administrator

**Executive Assistant/Office Administrator**

**About BML Technology**:
BML Technology is a global health technology services business founded in Montreal, Canada. BML Technology was founded to focus our attention on the exciting field of Digital Health. We help medical device companies develop the Digital Health solutions of tomorrow.

Our mission is to drive the mainstream adoption of digital technology in healthcare. We believe emerging digital health technology is the future of healthcare. There is no substitute for safety and efficacy, and we believe there is a hybrid solution for every medical problem; one that benefits from the amazing possibilities offered by digital health technology, and the necessary rigor demanded of all health solutions.

We are currently looking for an enthusiastic, highly organized, and multi-tasking Executive Assistant to join our team and support the administrative function within our company.

**Role description**:
Administration duties:

- Responsible for preparing and sending correspondence on behalf of Managing Director and other company leadership
- Manage calendars by scheduling & confirming meetings, resolving time conflicts, and responding to meeting requests in a timely manner;
- Prepare meetings’ agenda, send invitations, connect meetings to appropriate technologies (Zoom, MS Teams, Skype, etc), and take meetings notes whenever called for
- Make travel & accommodation arrangements (flights, reservations, hotel booking, etc.)
- Manage, process, and track expenses, and upload them in bookkeeping system
- Manage, process, and track AP and AR, and update bookkeeping system if required
- Perform other general administrative duties

Sales support:

- Answer leads following funnel processing as per SOP
- Draft proposals, agreements, manage reviews, circulate for signature, etc
- Organize and maintain sales database records (leads, sales funnel, contracts, etc.)
- May conduct supportive work on client files

HR duties:

- Maintain employee records (soft and hard copies)
- Update HR databases (e.g. new hires, terminations, vacation and sick leaves, etc)
- Assist in payroll preparation by providing relevant data to the finance team
- Prepare paperwork for HR policies and internal processes
- Provide orientations for new employees by sharing onboarding packages and explaining company policies

**About you**:

- Have a minimum 4 years of experience working as an Executive Assistant or similar role in a professional services firm or similar business (technical and/or medical preferred, but not mandatory)
- Excellent oral and written communication skills in French & English
- Ability to demonstrate a high level of discretion and handle confidential business matters with integrity and care
- Excellent prioritization skills with the ability to excel under pressure in a fast-paced environment by multi-tasking
- Organized, diligent, and professional with a keen attention to detail
- Ability to work independently while being part of a collaborative team
- Fast learner and proactive in resolving challenges in a timely manner
- Expert proficiency in Microsoft Office Suite, Docusign, Hubdoc, Microsoft Office365 and Sharepoint
- Experience or knowledge in HR administration is an asset

**What’s in it for you**:

- Be part of an inspiring team during an exciting time, as our field evolves and the nature of healthcare itself is changing
- Flexible working hours [can be full or part time]
- Remote and physical environments are both available
- Diverse challenges & learning opportunities
- RRSP contribution

**Job Types**: Full-time, Part-time

**Salary**: $22.00-$32.00 per hour

**Benefits**:

- Flexible schedule
- Flextime
- Work from home

Schedule:

- Day shift
- Monday to Friday
- On call

Work Location: Hybrid remote in Montréal, QC