Executive Assistant Office Manager - Toronto, ON, Canada - PathWell

Description

About Us:
PathWell, a prominent player in the mental health and wellness sector, seeks a self-driven and proactive Executive Assistant Office Manager. This role is a unique blend of responsibilities, involving both the efficient functioning of our practice and providing high-level support to the Clinic's Founder.
The ideal candidate operates independently without requiring micromanagement, and consistently takes a proactive approach to address challenges.

Key Responsibilities:

Administrative and Operations Management :

• Coordinate daily office operations, manage client interactions, and support clinicians independently.
• Oversee the appointment booking system and optimize clinicians' schedules.
• Administer time-off requests and vacation schedules, monitor attendance, and optimize staff capacity.
• Develop, maintain, and optimize operational procedures, filing systems, and metrics.
• Development of key performance indicators (KPIs) for the clinic, establishing methods for

measurement, and implementing systems to track progress towards their attainment.

• Generate monthly operational reports to facilitate continuous improvement.
• Maintain and optimize CRM platform for efficient customer relationship management.

Billing, Financial Management, and Office Organization:

• Manage invoicing with precision, ensuring accuracy and timeliness.
• Oversee budgets and expenses, meticulously maintaining financial records.
• Generate monthly financial statements and accounting reports, collaborating closely with the

accounting team.
· Maintain an immaculate and well-organized office environment, efficiently managing supplies and
equipment.

Founder Support:

• Independently manage the demanding schedule of the Founder, skillfully scheduling meetings.
• Create reports, presentations, and documents for executive meetings and presentations.
• Provide proactive administrative support to the Founder.
• Highly responsive and proactive executive assistance support.
• Adapts to the CEO's needs, foresees potential issues and is quick to respond.
• A skilled communicator who provides daily updates to keep the Founder informed on relevant

happenings.

Team Support and Stakeholder Management:

• Collaborate seamlessly with clinicians and staff, fostering an efficient work environment.
• Play a key role in onboarding new team members, maintaining employee records, and leading hiring

and recruiting efforts.

• Prepare team communications and practice updates.
• Create and send biweekly client newsletters for regular communication and engagement.
• Organize team meetings and rounds, preparing agendas.
• Manage relationships with accountants, contractors, and third-party suppliers to ensure PathWell's

financial and operational health.
· Represent PathWell professionally and efficiently to stakeholders, reflecting our commitment to
excellence.

Document and Policy Development:

• Prepare professional documents and presentations for internal and external use.
• Develop operational policies and procedures to enhance efficiency and compliance.
• Create efficiency protocols and metrics to streamline daily operations.
• Collaborate on the development of operational efficiency metrics to drive continuous improvement.

Qualifications:

• Bachelor's degree or equivalent work experience.
• 7+ years of excellence in administrative roles, demonstrating strong organizational and multitasking

skills.

• Exceptional communication and interpersonal skills, with an excellent command of written English.
• Expertise in generating and organizing detailed documents through Microsoft Excel and PowerPoint,

complemented by advanced proficiency in Microsoft Office applications like Word, Outlook, and
Adobe Pro.

• Proactive, self-driven, and hardworking, requiring minimal direction or oversight.
• Experience running an office is an asset. Additionally, candidates with prior experience working within

a healthcare office setting will be highly regarded.
· Social media knowledge or savviness is considered a valuable asset for this position.

Benefits:

• Competitive salary.
• Performance bonus
• Extended health benefits.

How to Apply:
To apply for the Executive Assistant Office Manager position at PathWell, please submit your resume and a cover letter detailing your relevant experience and qualifications to If you are passionate about mental health and wellness, can provide executive-level support, and possess a proactive, independent work ethic, we invite you to contribute to our vision.

Work Hours/Schedule:

• M – F, in-office role
• This role does require the ability to work occasionally outside of clinic's operational hours (i.e., to attend off-site meetings, staff meetings, special events, professional development, etc.)