Executive Assistant

**Administrative and Executive Assistant to the Clinic Manager required for a Medical Centre**

**Administrative Assistant Responsibilities**:

- Facilitate smooth communications between the Executive and Office managers, Bookkeeper, Nurses, Physicians and co-workers and between the Executive and external parties such as vendors, customers, and the public.
- Liaison & support to other employees as required

Handle confidential information.
- Maintain the security of the executive’s records and files.
- Perform tasks using independent judgment and discretion; e.g., preparing documents and presentation materials; screening and responding to incoming correspondence, inquiries, and phone calls; drafting letters; arranging and attending meetings; taking and distributing minutes
- Managing calendar/appointments/meetings
- Leading and coordinating multiple events from planning to execution.
- Order office supplies and maintain levels of supply when needed.
- Create presentations and other working documents for the President.
- Coordinate courier and shipments, as required.
- Deliver and pick up business related supplies in the local geographic area
- Work with executive administrative team to create spreadsheets, presentation information and business organizational tasks.
- Prepare the conference room for presentations and staff meetings.
- Other administrative tasks, as requested.

**Personal Assistant responsibilities**:

- Manage the Executive’s schedules.
- Working with the Executive in facilitating day to day tasks.
- Assistance with personal needs such as running errands, taking vehicles for maintenance, purchasing supplies, refreshments, gifts etc.
- Driving for deliveries and to appointments and airport.

**Light Computer and Office Maintenance responsibilities**:

- Light repairs and maintenance
- Changing light bulbs, minor repairs to office furniture, etc.
- Windows updates
- Printer and network troubleshooting and install, etc.
- Moving files and boxes to and from storage

**Preferred Qualifications**:

- College degree or equivalent
- Experience or study in business administration and marketing
- Previous experience in Executive Assistant role or equivalent experience in an Administrative Assistant role.
- Ability to deal with highly sensitive and confidential material.
- Having sound judgment and decision making skills.
- Trustworthy, ethical and tactful with a focus on security and confidentiality; and a good understanding of the sensitivities, professionalism and confidentiality involved in working in the medical field.
- The ability to maintain a high level of accuracy and attention to detail with documents, filing, etc.
- Reliability and dependability
- Excellent planning, organizational, and time management skills, with an ability to handle a variety of tasks in a timely manner with effective time management skills and the ability to handle multiple priorities under tight deadlines.
- Ability to work cooperatively with staff, professionals, physicians and patients.
- Excellent interpersonal and written communication skills; and the ability to communicate effectively both in writing and verbally.
- Work independently with mínimal supervision.
- In-depth working knowledge of computer software including MS Word, Outlook, Excel, and PowerPoint.
- Excellent word processing and graphic design skills and familiar with marketing and design software such as Adobe.
- Knowledge and experience working with Google Analytics, Google AdWords, and an understanding of Search Engine Optimization (SEO).
- Ability to type at least 40 wpm.
- Must be familiar with general building maintenance, small repairs and light renovation work
- Experienced driver with valid Driver’s license and a clean record
- Must be able and willing to be on call
- Flexibility on availability (mornings, some evenings and very few weekends)
- Bilingual English-French is an asset.
- Willing to obtain a police and vulnerable sector check
- **All applicants will be required to provide proof of full vaccination as a condition of employment.**_

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

Pay: $19.00-$24.00 per hour

**Benefits**:

- Dental care
- Employee assistance program
- Life insurance
- Vision care

Schedule:

- Monday to Friday
- Weekends as needed

Application question(s):

- Must be able currently living in the Greater Ottawa area

**Education**:

- DCS / DEC (required)

**Experience**:

- Administrative: 1 year (required)
- Human resources management: 1 year (preferred)
- Bookkeeping: 1 year (preferred)

**Language**:

- English (required)
- French (preferred)

Licence/Certification:

- Valid Drivers Licence (required)

Work Location: In person