Job Description

WE TAKE CARE OF PEOPLEWe are a team of Doctors, Nurses, and Healthcare professionals dedicated to being Canada's trusted leader in fertility care. We offer our patients the shortest time to a healthy pregnancy and make every effort to make their journey the least stressful possible.From fertility tests and donor sperm to Canada's largest Natural Conception Program and the world's leading IVF technology, at Hannam Fertility we offer a wide range of fertility services. Our program offers a level of technology, quality control, and care unparalleled in Canada.We are also the only fertility clinic in Canada certified by the American College of Pathologists, the highest standards in the world.Leading physicians, cutting edge science, LGBTQ+ friendly environment, and a beautiful patient-centered facility downtown.If you are excited by the opportunity to join a highly successful and fast-paced, rapidly growing specialized healthcare provider and be part of our talented team, then this might be just the right role for you.SummaryReporting to the Vice President of Operations (VP, Ops) for the 12 Month maternity leave coverage, the Executive Assistant/Office Manager (Maternity Leave) performs a wide range of high-level administrative services and executive support functions, including executive support to the CEO, maintaining files, ordering supplies, responding to inquiries, handling sensitive information, a variety of administrative duties, and maintaining confidentiality as required.The Executive Assistant/Office Manager (Maternity Leave) supports the day-to-day clinic operations and administrative needs by primarily supporting the CEO, Vice President of Operations and the organization's leadership team. This role will also provide high level executive support and administration to the CEO/Medical Director as far as calendar management, appointment tracking, re-prioritization of scheduling as needed, and generally assisting the CEO with all pertinent administrative needs.The Executive Assistant/Office Manager (Maternity Leave) also utilizes organizational knowledge, experience of processes & procedures, and critical thinking to help support leaders, ongoing projects and helps to guide operational tasks and projects, while supporting process improvement where appropriate, Above all, the Executive Assistant/Office Manager (Maternity Leave) supports HFC in maintaining its brand, supporting HFC to help in reaching its Mission, Vision, and Values, and consistently work to support project goals and objectives.This position is a key role within the organization and requires someone who is pleasant, receptive, reliable, helpful by nature, positive, caring, and efficient. To be successful in this position, the candidate must be highly organized, intuitive and can self-manage on a wide variety of tasks both business and personal related to the CEO; VP, Ops; and other HFC leaders.Duties and Responsibilities1) Leadership Support

• Management and oversight of CEO/Medical Director's administrative and personal calendar, including reprioritizing existing appointments and scheduled meetings as needed.
• Coordinating multiple agendas and taking minutes for identified committee and leadership meetings
• Coordinate, book, and facilitate meetings via Outlook and Zoom
• Develop and maintain relationships with the entire leadership team to provide optimal administrative and organizational support to complete projects and tasks
• Acts as a liaison/representative between staff/leadership and the CEO or VP, Ops, should they not be available
• Coordinate and plan facilities management in consultation with the VP, Ops. and their team, including oversight of activities such as space allocation, assigning and maintaining equipment, clinic security, purchasing and inventory maintenance of general office/non-medical supplies, overseeing and scheduling of preventative maintenance and general repair issues, etc.
• Acts as the Health & Safety Fire Marshall and participates as a member of the Joint Occupational Health and Safety Committee (JOHSC)
• Proactively manage a complex calendar, including scheduling internal and external meetings, calls, appointments, and travel, while managing corporate Travel/Points programs in collaboration with the Finance team
• Other duties as needed/assigned

2) Project Support

• Provides project support to the CEO and other leaders in the planning and implementation responsibilities related to all assigned projects
• Provides regular updates to the CEO and other leaders as required, to support all project timelines, milestones, and deliverables.
• Develops mechanisms for tracking project progress and reporting to stakeholders.
• Supports the CEO and other leaders in organizing team/stakeholder meetings to solicit feedback, input, and expectations, and incorporates recommendations into project plans.
• Coordinate and prepare for meetings hosted by the CEO and other leaders, including agenda development, meeting materials, room set-up, and food/drink ordering if required.
• Maintain minutes for committee and leadership meetings, as required
• Communicates follow up steps to stakeholders and project participants promptly and as needed
• Material/document management (printing, distributing, etc.)
• Identify and engage stakeholders of new clinic initiatives or projects, as directed
• Tracks deliverables, results, and milestone dates amongst leaders, stakeholders and project leaders using Project Management Software
• Work with VP, Ops and other leaders on process improvements, policies, projects, initiatives, and execution plan

3) Physician and staff support

• Liaise with staff, physicians, and external agencies as required, while always maintaining confidentiality and professionalism
• Coordinate travel plans including itineraries, agendas, accommodations, logistics, and related arrangements for CEO/Medical Director, Physicians, and staff events, as needed
• Coordinate logistics/facilities for onsite CEO/Medical Director meetings, including Zoom links, office setup, reservations, food/drink, etc.
• Maintain oversight on MD/REI leadership calendars including monitoring of team time off, project milestones, meeting dates, etc.
• Ensure appropriate leadership coverage is available in the clinic on any given day

Qualifications

• Successful completion of post-secondary diploma in Business, Administration, Communications, or a health-related field.
• Minimum of five (5) years of senior and/or executive administrative support experience, with a minimum of three (3) years of experience in a related role with project coordination accountabilities.
• Experience within a Small or Mid-sized organization is an asset
• Previous experience in a healthcare environment is an asset
• Demonstrated ability to co-ordinate multiple tasks and keep stakeholders effectively involved in the process.
• Demonstrated experience in handling matters of a confidential and sensitive nature.
• Ability and commitment to project a professional and positive image, maintain confidentiality, think critically and exercise mature judgment.
• Proactive and must have the ability to work autonomously with minimal oversight.
• Excellent time management and work prioritization skills with an ability to effectively manage multiple high impact priorities,
• A proven ability to work collaboratively and effectively with diverse stakeholder groups,
• Excellent verbal and written skills,
• Strong interpersonal and relationship building experience, including a proven ability to build and develop effective relationships with health service providers and community partners,
• Strong analytical, problem solving and critical thinking skills,
• Demonstrated experience with MS Office (Word, Excel, PowerPoint), Outlook, Calendar scheduling, Zoom, Monday.com

Working conditions

• General office conditions
• Busy clinic environment
• Strict adherence to COVID-19 protocols
• The clinic is a seven-days a week operation: 7am-3pm

AODA, Employment Equity, and Human Rights StatementHannam Fertility Centre is committed to providing a barrier-free work environment in concert with the Accessibility for Ontarians with Disabilities Act and with the Ontario Human Rights Code. HFC strives to ensure that its employment practices are free from direct and indirect discrimination and will ensure the full participation and advancement of members of historically disadvantaged groups (i.e., members of visible minorities, persons with disabilities, women, and aboriginal peoples). As such, HFC will do its due diligence to make accommodations available to applicants with disabilities upon request; will ensure they it is fair and equitable for all persons; and will not condone or tolerate any acts of discrimination or harassment under any of the grounds protected under human rights legislation.Job Types: Full-time, Fixed term contractBenefits:

• Dental care
• Disability insurance
• Employee assistance program
• Extended health care
• Life insurance
• Paid time off
• RRSP match
• Vision care
• Work from home

Schedule:

• 8 hour shift
• Monday to Friday

COVID-19 considerations:
HFC has implemented all necessary Covid-19 precautions including onsite Rapid Antigen Testing, active screening, and social distancing.Ability to commute/relocate:

• Toronto, ON: reliably commute or plan to relocate before starting work (required)

Experience:

• Executive Support: 5 years (preferred)