Executive Assistant - North Bay, ON, Canada - HealthFlex

HealthFlex North Bay, ON, Canada

6 days ago

Description

About Us: Looking to make a difference? Join a team founded by nurses, where empathy is our driving force. At our agency, we believe healing happens best in the comfort of home, allowing patients and their families to cherish their time together. As one of the nation's largest privately owned agencies, we're dedicated to serving communities across the San Francisco Bay Area, North Bay, Central Valley, and the Greater Sacramento Area. If you're passionate about making a meaningful impact, we'd love to have you on board.

Position Summary: The Executive Assistant (EA) will support the Chief Executive Officer/President (CEO) and Chief Branding Officer (CBO). This role is responsible for managing a broad array of tasks all focused on ensuring leadership can efficiently accomplish key tasks and company initiatives. The utmost confidentiality and discretion are imperative, as this role will be exposed to confidential and sensitive information. The EA is expected to navigate ambiguity and manage multiple priorities.

Essential Duties and Responsibilities :

This section describes the essential functions of this role; however, this is not intended to be all-inclusive. Other duties may be assigned, as necessary. Reasonable accommodations may be provided to enable individuals with disabilities to perform the essential functions of this job.

Performs administrative and office support duties including but not limited to; answers telephone, schedules meetings and notifies attendees, arranges for food and/or beverages, types correspondence and report, types from rough draft or composes as directed, copies, prepares documents/reports, orders supplies, faxes documents, mail distribution and maintains filing systems
Coordinates scheduling and extensive calendar management
Develops, organizes an efficient email systems, responds independently as appropriate
Secures appropriate signatures and track documents through the approval process via DocuSign
Manage, coordinate, and arrange travel and travel-related activities, including hotel booking, transportation, and meal coordination
Data management; creating and maintaining spreadsheets and reports
Organize team communications and plan events, both internally and offsite
Provides support in assigned meetings and company events (seminars, fundraising, community partnership, etc.) including scheduling, arranging food service, preparing and managing meeting notices, video set up, agendas, minutes, and committee activities
Ability to proactively identify needs, plan and prioritize projects based on repetitive events
Responsible for confidential and time sensitive material.
Manage and track reimbursement requests, expenses reports and invoices
Assists with the design, production, maintenance and distribution of electronic and printed publications, presentations and informational materials
Establishes processes and communication channels to make company wide interactions more efficient and effective; identify business process improvements and make recommendations as appropriate.
Assumes action with little/no direction, acts on behalf of the executive with finesse and anticipates what's upcoming and helps executive stay ahead
Build relationships and partnerships which are crucial to the success of the organization.
Serves as the focal point of initial contact for internal and external stakeholders on all matters pertaining to the executive suite
Provides assistance and represents the executive as appropriate in communicating with internal and external stakeholders.
Independently researches, prioritizes, and follows up on multiple incoming issues and concerns, including those of a sensitive and/or confidential nature; determines appropriate course of action, referral, and/or response.
Collaborates with Human Resources and Marketing Coordinator to coordinate staff activities, volunteer activities, social engagements and holiday celebrations
Crossed trained in office assistant duties to provide back up coverage as needed
Provide support on ad hoc projects as needed
Travel to other office locations as needed

Requirements

3 years of experience supporting C-Suite level executives, preferably in a healthcare setting.
Working proficiency of Google Suite (Gmail, Docs, Sheets, Drive, GMeet).
Knowledge and experience using basic project management and tasking tracking systems
Strong relationship management skills, ability to build a personal network with various stakeholders; internal leadership, external vendors, customers, etc.
Strong oral and written communication. Ability to communicate clearly and effectively with senior leaders and external partners.
Strong teamwork skills; and confidence to offer suggestions and improvements to process and work very collaboratively with others.

Compensation:

$80,000 - $110,000 Annually
Compensation is determined by the following factors; experience, knowledge, skills, location, as well as internal equity and alignment with market data.

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