Executive Assistant

at  Robert Half

There is a great opportunity at this large, dynamic firm in the Healthcare/NHS field for candidates looking for Executive Assistant opportunities! If you are professional and highly-skilled, and ready to maintain various administrative duties for executive management, you might be right for this position! This job could be ideal for you, if you’re looking for permanent work as an Executive Assistant in the Toronto, Ontario area.
Key responsibilities
Maintain, organize, prioritize workload for Physicians
Coordinate and organize weekly inpatient Physician coverage schedule through email
Input rounds, team and family meetings into Physician calendars
Transcribe and edit reports and letters for Physicians as required
Triage and facilitates prompt service to support Physicians in the daily care of clients and families
Works closely with other medical administrative staff and supports other Physicians as required
Maintain Canadian Common CV, academic CV and WebCV to ensure publications, external grants, presentations/ lectures talks, trainee supervision etc. is up to date and accurate
Complete day-to-day assignments, special projects, etc. within a specific timeframe, adjusting priorities and workload as required
Provide assistance and support to other staff when requested, i.e. completing special projects
Organize local and international meetings and conferences
Coordinate travel arrangements
Arrange meeting rooms, meals, and audio visual and equipment services for meetings/training and events.
Establish and manage telephone conference calls
Coordinate internal and external events, information sessions and symposiums
Produce professional documents and presentations
Maintain an accurate and easily accessible filing system - both paper and computer based
Knowledgeable of legal requirements regarding the retention and release of information, and the archiving of information
Knowledgeable about the organization and acts as an information resource
Deals efficiently and effectively with emergency calls and situations
Prepares agendas, records and distributes minutes
Provide support for several internal and external committees
Participate on committees as requested and/or voluntarily as appropriate
Sources out goods or services based on review of specification requirements
Follow and support the organization’s policies and procedures
Enters payroll into Meditech as needed
Update websites and databases with predetermined content
Liaises with Information Systems, Finance and Human Resources
Minimum of 5 years senior medical administrative experience in a healthcare environment
Graduate of a college program or equivalent. Medical Administration diploma an asset
Experience updating curriculum vitae (CVs) information for physicians
Able to work independently as well as possess a strong sense of “team” approach
Able to work in a fact paced environment with frequent interruptions

A WELL CULTIVATED CRITICAL THINKER:

Raises vital questions and problems, formulating them clearly and precisely
Communicates effectively with others in figuring out solutions to complex problems
Proactive with exceptional project coordination skills
Strong organizational skills
High level of attention to detail
Significantly skilled with MS Office Products: Excel, Word Power Point Visio and Outlook able to:
Generate Excel spreadsheets with advanced formatting and filtering options. Knowledge of advanced macros an asset
Create Word documents with advanced formatting and layouts. Ability to use mail merge and track changes
Produce impactful customized PowerPoint presentations
Use enhanced MS Outlook calendar management options
Ability to use and trouble-shoot with audiovisual equipment including virtual meeting set-up and administration (MS Teams and Zoom).
This is a great opportunity for you to expand your career by directly supporting senior management at a respectable company with competitive compensation! This opportunity is perfect for candidates seeking to grow their career as an Executive Assistant in a quality environment. Contact us today to discuss your career path!
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Robert Half is the world’s first and largest specialized talent solutions firm that connects highly qualified job seekers to opportunities at great companies. We offer contract, temporary and permanent placement solutions for finance and accounting, technology, marketing and creative, legal, and administrative and customer support roles.
Robert Half works to put you in the best position to succeed. We provide access to top jobs, competitive compensation and benefits, and free online training. Stay on top of every opportunity - whenever you choose - even on the go. Download the Robert Half app and get 1-tap apply, notifications of AI-matched jobs, and much more.
Questions? Call your local office at 1.888.490.4154. All applicants applying for Canadian job openings must be authorized to work in Canada.
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Please refer the Job description for details