Executive Assistant

Job Title: Executive Assistant

Salary: $50,000 – $84,000 CAD

Location: Home based

Reporting to: CFO

Department: Executive/CEO

Job Summary:
Administer and Coordinate day-to-day and special event activities for the Office of the Executives, providing full range of administrative and clerical support services to the CEO, Medical Directors/Scientist, the VP Clinical Operations, the VP Corporate Operations and the Board of Directors, will including document/presentation preparation distribution and maintenance, departmental financial monitoring support, meeting/event planning and coordination, travel, internal and external event calendar management, file management and ongoing client relationship management. May include providing medical clinic support including scheduling patient appointments, follow ups, referral and OHIP billing as required.

Roles and Responsibilities:
Corporate Administrative/Clerical Support

Provide support and/or activity coordination for departmental support services; address, redirect and/or provide follow up for inquiries (phone, e-mail, correspondence); coordinate corporate and academic visits/meetings; records, document, data, and file maintenance; calendar scheduling, travel /conference scheduling and travel agendas; budget monitoring; meeting, agendas and writing minutes including distribution and presentation preparation support.

Medical Clinic Support

Assume medical support responsibilities for CEO/Senior Scientific Director, Medical Directors and/or Clinical Research Scientist’s medical clinics, includes scheduling patient appointments, tests, referrals, prescription renewals, ensuring patient charts are updated, preparation and submission of OHIP billings and answer, resolve or redirect patient inquiries.

Medical and Academic Research Support

Provide support to the CEO and Medical and Academic Research Group by assisting in the preparation and submission of grant applications, manuscripts and/or other academic publications and research initiatives; regularly update Leadership CV’s and when applicable Medical and Academic Research CV modules, assisting in the preparation of academic presentations and supporting materials and act as administrative/clerical investigative site support for clinical trials undertaken on behalf Alimentiv.

Board of Directors Support

Deliver full range of support services to the Leadership Team and the Board of Directors.

Preparation, delivery of board information packages, arranging director travel and accommodation, scheduling meeting facilities and/or purchased services (food, AV), documentation, distribution of meeting agendas, reports and minutes.

Maintenance of all governance related documents (letters of Patent, bylaws, policies, minutes) in accordance with regulatory requirements.

Qualifications:
The successful candidate will posses either a College Diploma/Degree with 4-6 years of relative experience or, a 1-2 year post-secondary education certificate with 7-9 years of relative experience with continuous training and knowledge.

A strong ability to maintain highly sensitive and confidential information.

Highly refined written and verbal communication skills

Ability to collaborate with Executives

Ability to host virtual meetings

Ability to maintain organization and meetings minutes for multiple committees

Office 365

MS Word (standard)

MS Excel (intermediate/mid-level)

Previous experience supporting a board, and experience with Canadian Board Governance is considered an asset.

Working Conditions:
Home based.

Occasional Travel

Accommodations for persons with disabilities are available on request in respect of all aspects of the recruitment and selection lifecycle. Requests can be directed to [email protected]