Responsibilities and Duties (Other responsibilities may be assigned or deleted, as deemed necessary by the Managing Directors)

• To contribute to creating efficiencies within the organization, input and ideas are requested.
• To assist the Executives in organizing back-logged work/tasks/projects + then continuing to maintain the information going forward.
• To assist in the management of information for approx. 26 different corporate entities by assisting in reviewing and responding to emails of various different email accounts 
• Assist in the organization of the computer/server/cloud file folders and files (file type, file naming, file saving, etc)
• Assist in writing, formatting, and distributing internal processes and internal/external communications such as legal documents, operational procedure manuals, memo’s, letters, fax, forms, emails, presentations, reports, etc.
• Create/Maintain work calendar for executive team + assist to drive projects forward.
• Schedule meetings and coordinate between executives and senior management.  
• Attend meetings and take meeting minutes (along with indicating actionable items + communicating the correspondence to the team)
• Manage information flow in a timely and accurate manner.
• Make travel and accommodation arrangements (as needed)
• Screen and direct phone calls and distribute correspondence.
• Act as a key point of contact among executives, employees, clients, and other external partners
• To assist in maintaining information regularly such as password vault maintenance, employee set up / termination documentation, contracts, etc.
• To use and learn the different systems used by the organizations such as (but not limited to): Med-Access EMR, RIS EMR, JaneApp, Ceridian Dayforce, Slack, Dropbox, Servers, etc.
• To learn these systems in an effort to assist in managing information as required by the executive team and or senior management.
• To liaison with other team members (at the direction of the executives) in an effort to push completion of projects coming due or that are past due
• To assist the executive team in bridging the gap amongst different departments of different organizations, in an effort to create efficiency, accountability and structure in areas such as:

Marketing – attend all marketing meetings with the executives and assist in meeting minutes, initiating marketing tasks, submitting orders for print, coordinating with marketing team leads and graphic designers.

Management – attend pertinent management meetings that the executives attend and at their direction be a liaison for executives with the management team on tasks and assist in restructuring and re-organizing process/procedures. To further assist in tasks that will be directed as needed:

• Liaise with vendors, including cleaning, and security services.
• Plan in-house or off-site activities, like parties, celebrations, and conferences
• Manage office G&A budget, ensure accurate and timely reporting.
• Assist in reviewing/coordinating contracts and with vendors, service providers and leases.

Legal – assist executives in reviewing contracts, sale/closing documents, checking to ensure all information received is precise, accurate and correctly organized + prepared.

• Assist in creating files from legal documents such as corporate structure (internal data files), shareholder loan balances, shares o/s, etc.
• Assist in organizing documents coming in for legal such as minute books.

Finance – attend pertinent finance meetings that the executives attend and liaison for executives with the finance team on tasks such as:

• Follow up tasks to the finance department (assist in holding them accountable)
• Preparing the information for finance to post for land closing(s), condo sale closing(s), planning/issuing shareholder and dividend payments.
• Communication in the set up of new corp structures, registration of new corps,

IT/Ops – assist in coordination of tasks between management, executives and the IT and operations team, and assist in pushing any pertinent projects forward with dates/timelines etc.

HR – assist in document management and employee communications at the direction of the executives.

General Requirements:

• Work experience as an Executive Assistant, Personal Assistant, or similar role
• Excellent MS Office knowledge
• Excellent verbal and written communication skills.
• Outstanding organizational and time management skills
• Developed problem solving and critical thinking skills.
• Familiarity with office gadgets and applications (e.g., e-calendars and copy machines)
• Discretion and confidentiality

Education and Certification Requirements: 

• Assets: Work Experience

Employees are required to provide proof of current and valid certification/registration prior to their Start Date. Employees are responsible to provide any and all ongoing renewals of certification(s)