Executive Assistant - MEDFAR Clinical Solutions, Montreal

About this opportunity

As an Executive Assistant, you will support MEDFAR's CEO, Elias Farah, as well as the executive team to facilitate presentations, board meetings and more when needed. Reporting to the CEO, you will participate in preparing, reviewing and assembling documents and presentations according to deadlines around strategic initiatives to enable MEDFAR's growth.

By joining MEDFAR, you will be part of a purpose-driven organization whose product is disrupting and digitizing health care, making doctors' and healthcare workers' lives easier, while enabling better patient health outcomes. Becoming a MEDFARian also means having the opportunity to be part of an innovative community and working in a dynamic environment where your work will have a meaningful and tangible effect not only on your team and the business but most importantly on the healthcare industry.

What you'll do

The Executive Assistant will report to the CEO and will be responsible for supporting the CEO, the Chief of Staff, and executive members, as well as handling office management duties:

• Assist the CEO with all administrative tasks, including managing schedules, coordinating meetings, email drafting and maintaining communication with internal and external stakeholders
• Coordinate travel arrangements requests for the CEO, and other Executives
• Help the CEO manage priorities, deadlines, and time effectively, ensuring efficient allocation of resources
• Participate in the process of preparing, reviewing and assembling documents and presentations (both in French and English)
• Monitor and manage CEO expense reports, ensuring compliance with company policies and approving expense reports of C-Suite
• Organize daily and weekly touchpoints with the CEO
• Manage some personal matters for the CEO
• Organize weekly touchpoints with the Chief of Staff
• Attend weekly Executive and/or Management meetings, and provide meeting minutes and action statements as required
• Assist in the planning and execution of departmental lunches, Board meetings, and Monthly and Quarterly Strategic meetings (including catering, and event set-up and breakdown)
• Follow-up with different collaborators in preparation for presentations
• Leading and coordinating special projects (ie facilities, events, offsites)
• Organize and maintain confidential company information, executive files, and documentation, ensuring easy access and retrieval
• Coordinate travel arrangements requests for Executive team members
• Collaborate with HR or other executives on special projects (ie company events, townhalls)
• Maintain office supplies, coordinate weekly coffee/milk/snacks orders to the office, etc.
• Work with building management and other vendors to ensure office space is kept up to standards (general maintenance, etc.)

Requirements

• You have a bachelor's degree in administration, communication, or another related field or equivalent experience
• 5+ years of experience in a similar role
• Proficiency with Microsoft and Google Suite
• Ability to manage highly confidential information
• Demonstrated discretion, diplomacy, proactivity and rigour
• Strong interpersonal skills
• Excellent verbal and written communication skills (English and French)

Perks and benefits

• Generous group insurance coverage as of day 1 of employment
• Break paid between Christmas and New Years
• An entrepreneurial culture of transparency, collaboration, and innovation