Executive Assistant

Infini Health; Hamilton; On-site; CAD 50,000 - 70,000; Full time

Job summary

A leading healthcare organization in Hamilton is seeking a proactive Executive Assistant to support the Chief Medical Officer. The role involves managing schedules, communications, and travel arrangements in a fast-paced healthcare environment. The ideal candidate must possess 3-5 years of experience, excellent organizational abilities, and a commitment to patient-centered care. Flexible work hours are offered.

Benefits

Flexible Work Hours

Supportive Team Environment

Career Growth Opportunities

Qualifications

• Ability to handle sensitive information with discretion.
• Proactive and able to manage multiple tasks efficiently.
• Requires experience in a multidisciplinary clinical environment.

Responsibilities

• Manage schedules and coordinate meetings for the Chief Medical Officer.
• Handle communications and prepare meeting agendas.
• Coordinate travel arrangements and maintain documentation.

Skills

Organizational skills

Time management

Communication skills

Detail orientation

Education

3-5 years of experience as an Executive Assistant

Tools

Microsoft Office Suite

Electronic Medical Record Systems (EMRs)

Job description

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At Infini Health, we are a leading integrated sports medicine, musculoskeletal, neurological, and pain center. Utilizing advanced diagnostic imaging, we provide comprehensive medical assessments aimed at optimizing the health and performance of our patients. Our focus on patient care, research, and education sets us apart, with a diverse clientele that includes professional athletes, performing artists, and individuals seeking cutting-edge healthcare solutions.

Why Join Us?

Infini Health is not just a workplace – it's a community committed to excellence. Here’s why we’re an exciting place to work:

• Flexible Work Hours:Enjoy the ability to balance professional and personal life.
• Supportive Team Environment:Collaborate with passionate professionals dedicated to enhancing patient care.
• Additional Perks:Knowledge transfer opportunities and career growth opportunities.

Who This Position Is Perfect For:

This role is tailor-made for a proactive individual who thrives in a fast-paced, ever-evolving environment. The ideal candidate will:

• Be based inHamilton, as this position requires in-office attendance with flexible working hours.
• Possess a strong work ethic and commitment to excellence.
• Be highly organized with the ability to multitask effectively while maintaining a focus on patient satisfaction and clinic operations.
• Demonstrate strong detail-orientation, time management and communication skills.
• Be comfortable working autonomously, taking initiative to manage tasks and resolve issues efficiently.

Role Description Summary:

The Executive Assistant will involve a variety of executive-level tasks, including managing schedules, coordinating meetings, handling communications, and organizing key documents. Ideal for a detail-oriented, highly organized, and proactive individual, this position requires someone who excels in multitasking, manages time effectively, and thrives in a fast-paced healthcare environment. The successful candidate will be adept at anticipating the needs of the Chief Medical Officer (CMO), while also ensuring strong communication and organizational skills with staff and clients.

Key Responsibilities:

1. Calendar and Schedule Management:

• Proactively manage and maintain a detailed calendar across clinical, academic, and executive commitments.
• Coordinate meetings with internal and external stakeholders, ensuring minimal conflict and appropriate buffer times between high-stakes engagements.
• Anticipate and communicate schedule changes promptly, especially those impacting leadership or academic roles.
• Maintain a forward-looking calendar (minimum 3 months in advance), with particular focus on the next 4 weeks.

2. Communication Support:

• Monitor and triage incoming emails, flagging urgent or time-sensitive items.
• Draft, refine, and finalize professional correspondence, including sensitive and high-priority communications.
• Follow up on outstanding items with internal teams, collaborators, and academic partners.
• Ensure timely, professional responses on behalf of the Chief Medical Officer (CMO).

3. Meeting Preparation and Follow-up:

• Prepare agendas, briefing materials, and confirm logistics in advance of meetings.
• Attend or debrief key meetings to document action items, track deliverables, and support accountability.
• Draft and send post-meeting communications, including summaries, deadlines, and next steps.

4. Travel and Event Coordination:

• Coordinate travel arrangements including flights, accommodations, and ground transport in alignment with the CMO's schedule.
• Maintain organized itineraries with contingency planning for high-priority trips.
• Assist with logistics for speaking engagements, conferences, and academic events (AV, catering, guests, etc.).

5. Office Operations and Administrative Support:

• Maintain updated and organized key documents (contracts, licensing, CME credits, CVs) in SharePoint.
• Liaise with HR, Finance, and IT for daily operational support and internal coordination.
• Assist with personal administrative tasks as assigned, including expense submissions, professional membership tracking, and renewals.

6. Work-Life Integration and Scheduling Management:

• Thoughtfully manage the calendar to protect designated time for non-work commitments, ensuring alignment with established scheduling boundaries.
• Refrain from scheduling meetings or calls outside standard working hours unless explicitly approved or of urgent nature.
• Anticipate and resolve scheduling conflicts in a way that supports a sustainable balance, especially given the need for flexibility across time zones and physician availability.

7. Professional Discretion and Confidentiality:

• Consistently uphold the highest standards of confidentiality related to patient care, organizational operations, and personal or sensitive information.
• Demonstrate sound judgment and discretion in all communications, documentation, and decision-making—particularly when managing confidential or high-stakes matters involving internal and external stakeholders.

Qualifications & Skills:

Education & Experience:

• Aminimum of 3-5 years of progressive experienceas an Executive Assistant, or similar role in a multidisciplinary clinical environment, ideally in diagnostic imaging, pain, and/or musculoskeletal is preferred, but not required.
• Strong organizational and time-management skills, with the ability to prioritize and manage multiple tasks simultaneously.
• Excellent written and verbal communication skills.
• Ability to handle sensitive and confidential information with professionalism and discretion.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with Electronic Medical Record Systems (EMRs) is a plus.
• Strong attention to detail and a problem-solving mindset.
• Friendly, approachable, and professional demeanour, with a focus on teamwork and patient-centered care.
• Ability to uphold and maintain a high level of confidentiality in handling sensitive and confidential information.
• Working knowledge of healthcare administration, including regulations, compliance, and industry best practices.

Working Conditions:

• Possibility of working evenings and weekends (Saturday's & Sunday's) to accommodate the Medical Chief Officer's needs.
• The role requires a high degree of autonomy, strong communication, and collaboration within a dynamic, high-volume setting.

Physical & Psychological Health Requirements:

• The role may involve physical activities, including extended periods of computer work, administrative duties, organizing office spaces, and managing electronic equipment.

Employee Equity Statement

• Infini Health is an equal opportunity employer committed to diversity and inclusion. We welcome applications from all backgrounds and encourage individuals from equity-seeking groups to apply. We will provide accommodations throughout the recruitment process as per the Accessibility for Ontarians with Disabilities Act (AODA) and the Alberta Human Rights Act.

Seniority level

• Seniority level

  Mid-Senior level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative

• Industries

  Medical Practices

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