Executive Assistant

at  Examworks Group Inc

Overview:
ExamWorks Canada is looking for an Executive Assistant to join our team!
The Executive Assistant to the President will provide high-level administrative support, ensuring the smooth operation of the President’s office. This role involves handling sensitive information with discretion, supporting executive meetings, and coordinating various strategic projects. The Executive Assistant will play a key role in ensuring efficient communication, managing schedules, and assisting with high-priority initiatives.
The schedule for this role is Monday to Friday, 9:00am-5:00pm.

Responsibilities:

• Meeting Coordination & Follow-up:
• Prepare, distribute, and maintain accurate meeting notes and action points from executive meetings, 1:1 meeting, and strategic sessions.
• Ensure follow-up on key deliverables, timelines, and progress reports for the President.
• Coordinate with BU leaders and stakeholders for meeting preparation and action item tracking.
• Document Management:
• Maintain, update, and organize essential documents, ensuring timely access for acquisitions, mergers, strategic partnerships, and other business-critical initiatives.
• Oversee the secure filing and retrieval of corporate and strategic documents.
• Prepare and review confidential documents for the President, ensuring compliance with corporate governance policies.
• Email & Communications Management:
• Monitor and manage the President’s email inbox, ensuring timely follow-up on communications and flagging priority issues.
• Draft, review, and proofread email responses, memos, and reports as needed.
• Travel & Expense Management:
• Coordinate travel arrangements, including booking flights, accommodation, and transportation for the President and the Canadian Corporate Team.
• Prepare and submit accurate expense reports, ensuring compliance with company policies.
• Manage complex travel itineraries and troubleshoot any travel-related issues.
• Presentation & Documentation Support:
• Assist in the preparation of documents and presentations for executive meetings, strategic sessions, and external stakeholders.
• Touch up documents and PowerPoint presentations, ensuring accuracy, consistency, and proper organization within corporate files.
• Project Support:
• Provide project management support for key initiatives and special projects as directed by the President and Director of Corporate Development, ensuring timely completion.
• Confidentiality & Compliance:
• Maintain the highest level of confidentiality and discretion in all aspects of the role, particularly with sensitive information.
• Ensure adherence to corporate policies and legal requirements in all documentation and communications.
• Executive Support:
• Manage the President’s calendar, scheduling and confirming meetings, and coordinating executive-level engagements.
• Act as a gatekeeper for time and priorities, ensuring efficient use of the President’s schedule.
• Liaise with internal and external stakeholders on behalf of the President, fostering positive relationships across the organization.

Qualifications:

• Must be knowledgeable of multiple software programs, including but not limited to Microsoft Suite, Outlook and the Internet.
• Must demonstrate exceptional communication skills by conveying necessary information accurately, listening effectively and asking questions when clarification is needed.
• Must demonstrate good judgment and include the appropriate people in the decision-making process.
• Must have excellent skills in English usage, grammar, punctuation and style.
• Ability to follow instructions and respond to Management’s directions accurately.
• Must demonstrate accuracy and thoroughness. Look for ways to improve and promote quality and monitor own work to ensure quality is met.
• Must be able to work independently, prioritize work activities and use time efficiently.
• Must be able to maintain confidentiality.
• Must be able to demonstrate and promote a positive team-oriented environment.
• Ability to follow all company policies and procedures in effect at time of hire and as they may change or be added from time to time
• Being fluent in French is an asset, but not a requirement
• Strong interpersonal skills with the ability to build effective working relationships.
• Ability to work under pressure and meet deadlines

LANGUAGE/COMMUNICATION SKILLS

• Ability to read and interpret common correspondence, medical documentation and/or legal documents
• Ability to write clearly and informatively and edit own work for appropriate spelling and grammar.
• Ability to respond appropriately and professionally to common inquiries or complaints from customers, providers, regulatory agencies, and/or members of the business community.
• Ability to effectively present information one-on-one, in small groups, to Management

ABOUT US:

ExamWorks Canada provides independent medical evaluation and related services to property and casualty insurers, group disability insurers, employers, law firms, and government agencies. Clients utilize our services to facilitate fair and equitable claims settlements and enhance their risk mitigation processes. Our services are available throughout Canada and internationally in the U.S., the United Kingdom, and Australia. Regulatory compliance and oversight authenticated by independent third-party auditors assures clients of the integrity of our process controls.
ExamWorks Canada is an Equal Opportunity Employer and affords equal opportunity to all qualified applicants for all positions without regard to protected veteran status, qualified individuals with disabilities and all individuals without regard to race, colour, religion, sex, sexual orientation, gender identity, national origin
Tags
Administrative Assistant, Executive Assistant, Office Manager, Office Assistant, Receptionist, Administratiove Suppor

• Meeting Coordination & Follow-up:
• Prepare, distribute, and maintain accurate meeting notes and action points from executive meetings, 1:1 meeting, and strategic sessions.
• Ensure follow-up on key deliverables, timelines, and progress reports for the President.
• Coordinate with BU leaders and stakeholders for meeting preparation and action item tracking.
• Document Management:
• Maintain, update, and organize essential documents, ensuring timely access for acquisitions, mergers, strategic partnerships, and other business-critical initiatives.
• Oversee the secure filing and retrieval of corporate and strategic documents.
• Prepare and review confidential documents for the President, ensuring compliance with corporate governance policies.
• Email & Communications Management:
• Monitor and manage the President’s email inbox, ensuring timely follow-up on communications and flagging priority issues.
• Draft, review, and proofread email responses, memos, and reports as needed.
• Travel & Expense Management:
• Coordinate travel arrangements, including booking flights, accommodation, and transportation for the President and the Canadian Corporate Team.
• Prepare and submit accurate expense reports, ensuring compliance with company policies.
• Manage complex travel itineraries and troubleshoot any travel-related issues.
• Presentation & Documentation Support:
• Assist in the preparation of documents and presentations for executive meetings, strategic sessions, and external stakeholders.
• Touch up documents and PowerPoint presentations, ensuring accuracy, consistency, and proper organization within corporate files.
• Project Support:
• Provide project management support for key initiatives and special projects as directed by the President and Director of Corporate Development, ensuring timely completion.
• Confidentiality & Compliance:
• Maintain the highest level of confidentiality and discretion in all aspects of the role, particularly with sensitive information.
• Ensure adherence to corporate policies and legal requirements in all documentation and communications.
• Executive Support:
• Manage the President’s calendar, scheduling and confirming meetings, and coordinating executive-level engagements.
• Act as a gatekeeper for time and priorities, ensuring efficient use of the President’s schedule.
• Liaise with internal and external stakeholders on behalf of the President, fostering positive relationships across the organization