Executive Office Administrator

3 weeks ago

Toronto, Ontario, Canada Scopium AI Full time

Company Overview

Scopium AI is a cutting-edge medical technology company specializing in AI-driven diagnostic solutions. Our proprietary platform leverages artificial intelligence to enhance diagnostic accuracy and efficiency in healthcare settings, providing clinicians with advanced decision-support tools. As we continue to expand, we are looking for a highly organized and proactive Executive Office Administrator to provide essential administrative support to our CEO.

Position Details:


• Job Type: Part-time (Contract)


• Hours: 4 hours per day, Monday – Friday (20 hours per week)


• Work Model: Hybrid (remote with occasional in-office work as needed)


• Compensation: Competitive, based on experience


• Start Date: Immediate hiring

Role Overview

The Executive Office Administrator will serve as a vital support system to the CEO, managing administrative functions, coordinating schedules, and ensuring smooth day-to-day operations. This role requires exceptional organizational skills, attention to detail, and the ability to multitask in a fast-paced environment. The ideal candidate is resourceful, proactive, and able to handle confidential information with discretion.

Key Responsibilities:


• Assist the CEO in preparing, editing, and revising high-level documents, reports, and presentations.


• Manage and maintain the CEO's calendar, scheduling meetings and appointments efficiently.


• Handle incoming phone calls, emails, and correspondence on behalf of the CEO.


• Oversee billing and invoicing processes to ensure timely payments and record-keeping.


• Coordinate travel arrangements, accommodations, and itineraries when necessary.


• Take detailed meeting minutes and follow up on action items.


• Serve as a point of contact between internal teams, stakeholders, and external partners.


• Maintain and organize files, documents, and records both digitally and physically.


• Support office operations by handling administrative tasks, ordering supplies, and liaising with vendors.


• Assist in special projects, research, and ad hoc tasks as assigned by the CEO.

Required Skills & Qualifications:


• Excellent written and verbal communication skills.


• Highly organized, punctual, and detail-oriented.


• Ability to work under pressure, multitask, and meet deadlines.


• Strong problem-solving skills and a proactive mindset.


• High level of discretion and professionalism in handling confidential information.


• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant administrative tools.


• Experience with scheduling software and project management tools is a plus.


• Strong customer service and interpersonal skills.


• Ability to work both independently and collaboratively in a hybrid work environment.


• Prior experience in an administrative or executive support role is preferred but not required.

Preferred Qualifications:


• A Bachelor's degree in Business

Administration or a related field is preferred but not required.


• Previous experience in a fast-paced corporate, healthcare, or tech environment is an asset.

Additional Information:


• This position may include paid travel for business-related events or meetings.


• All applicants of all backgrounds and experience levels are encouraged to apply.


• Only candidates most suitable for the role will be contacted.

How to Apply:

Interested candidates should submit their resume and a brief cover letter outlining their qualifications and experience.

Join Scopium AI and be part of a team shaping the future of AI-driven healthcare innovation

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