Job Description

Role Overview

The Executive Assistant provides comprehensive administrative support to the leadership team The role also supports the administrative team, ensuring office operations run smoothly and align with the needs of the business. This position requires a high degree of organization, attention to detail, confidentiality, and the ability to manage multiple priorities efficiently.

Key Responsibilities

1. Administrative Support

Collaborate with leadership to streamline administrative processes and standard operating procedures. Ensure administrative tasks are completed accurately, efficiently, and in a timely manner.

2. Documentation Management

Organize and maintain receipts for leadership team credit card expenditures. Receive, file, and maintain instructor documentation and other key records.

3. Client and Student Coordination

Provide guidance and support to clinic clients as needed. Manage student shift changes and book treatments. Coordinate administration and bookings for board examination trips.

4. Communication and Correspondence

Answer phone calls and manage physical mail. Prepare and disseminate correspondence, including Continued Education Instructor Letters. Assist with meeting minutes and internal communications.

5. Financial Processing

Assist with processing credit card payments and recording deposit slips. Deliver remittance notices for vendor payments and support other finance-related tasks as needed.

6. Travel and Event Coordination

Book travel arrangements for instructors. Coordinate campus bookings for external renters. Assist in preparation for campus visits, trade shows, and virtual open houses.

7. Data and Reporting

Compile and disseminate surveys to instructors, students, and stakeholders. Support creation of attendance reports for virtual and in-person classes. Assist with data entry, branding, and formatting for leadership team reports.

8. Confidentiality

Handle all information, documents, and communications with strict confidentiality.

9. Supply and Inventory Management

Coordinate student and faculty supply shipments with Facilities and Procurement departments. Maintain office inventory, including clerical supplies.

10. General Office Duties

Perform general office work and support other staff members as needed. Take on additional tasks to ensure smooth operation of the office.

Core Competencies

1. Organizational Skills

Ability to manage multiple tasks, deadlines, and priorities efficiently. Maintains accurate records, organizes documentation, and coordinates schedules.

2. Communication Skills

Excellent written and verbal communication with leadership, staff, students, and clients. Ability to prepare correspondence, meeting minutes, and reports clearly and professionally.

3. Attention to Detail

Ensures accuracy in financial processing, documentation, reporting, and data entry. Maintains compliance and prevents errors that could disrupt operations.

4. Confidentiality & Discretion

Handles sensitive information with integrity and discretion. Maintains trust and professionalism in all interactions.

5. Adaptability & Problem-Solving

Adjusts effectively to changing priorities, staff turnover, or unexpected challenges. Proactively identifies issues and implements solutions to maintain smooth operations.

Qualifications

Proven experience in administrative or executive support roles. Strong organizational and multitasking skills. Excellent written and verbal communication abilities. Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). Ability to maintain confidentiality and handle sensitive information. Strong attention to detail and problem-solving skills. Experience coordinating travel, events, and financial processes is an asset.
This position is ideal for a professional who thrives in a fast-paced environment, values organization, and demonstrates excellent interpersonal skills. The Executive Assistant plays a key role in supporting leadership while ensuring the office operates smoothly.

Job Type: Permanent

Pay: $45,000.00 per year

Benefits:

Dental care Extended health care On-site parking Paid time off
Work Location: In person