Job Description

Make a difference. Be happy. Grow your career.
Purpose of the Role
The Executive Assistant at Healthtech provides support to the executive team by performing administrative tasks such as maintaining schedules, making travel arrangements and general administrative management tasks. This position will report to the President and Director of Corporate Services and will provide executive administrative support to the President and the leadership team as required. This position is ideal for someone who thrives in a fast-paced work environment and is exceptionally organized, detail oriented with good prioritization and time management skills.

This role is a contract position and is a hybrid model \xe2\x80\x93 onsite and remote.

Job Responsibilities

Administrative Coordination

• Manage and coordinate the schedules of the executive team, including meetings, events, interviews, conference calls, and any last-minute requests.
• Draft, proofread, and format various documents containing sensitive and confidential information.
• Support the preparation, planning, and execution of all internal and external meetings (including conference room bookings, catering, preparing / organizing documents and taking meeting minutes as requested).
• Prepare and circulate executive team meeting package prior to meetings.
• Reconcile monthly credit card statement; submit expenses and receipts to accounting before monthly deadline.
• Manage executive team\xe2\x80\x99s calendar as requested.
• Provide administrative support to the leadership team, as requested.
• Keep track and submit mileage, vacation and reconcile monthly expenses.
• Attend one on one recurring meetings with leadership team, as requested.
• Other duties as assigned by the leadership team.
• Provide office administrative and maintenance support such as create shipping labels, order office supplies, place catering orders, contact building management for maintenance etc.
• Join standing Healthtech Social team for brainstorming sessions for internal (virtual) event planning and work closely with Office Operations & Travel Manager to execute events.
• Ensure all active flight credits (on file) are utilized and reused for new travel.
• Negotiate corporate hotel rates (ensure to stay within project budgets).
• Book flights via Air Canada for business site (to obtain our corporate discount).

B. Travel and Event Coordination

• Organize and coordinate the travel arrangements for employees and associates as needed or requested.
• Follow company expense policy when purchasing train, airfare, car rental, hotel and other expenses.
• Provide support to Office Operations & Travel Manager, in coordinating major conference attendance: HIMSS, eHealth, NLN, MUSE, and notify leadership team with information regarding early bird registration fees, abstract submission deadlines and conference hotel cancellation policies, as requested.

C. Onboarding support

• Provide onboarding assistance to HR team, and conduct onboarding calls to welcome new hires and provide information about your role and how to best support the new hires.

Requirements

• 3 years of office administration and management experience.
• Previous experience working in a Office of President/CEO would be an asset
• Previous corporate travel experience an asset.
• College or University degree in Travel and Tourism, Hospitality, or related field highly desirable.
• Strong organization, detail-orientation, prioritization, problem solving and time management skills.
• Past experience in supporting Senior Management professionals including CEO/ President highly desirable.
• Excellent written and verbal communication skills.
• Proficient using Microsoft Office Suite applications: Word, Excel, Outlook, PowerPoint (Skill testing may be conducted during the recruitment process).
• Enjoys working in a fast-paced environment and able to demonstrate a sense of urgency in accomplishing tasks by ensuring all the necessary next steps have been taken and follow ups are scheduled as needed.
• Initial training will be provided to ensure that the hired candidate is setup for success.