Executive Assistant (Contract)

MEDFAR; Montreal; On-site; CAD 50,000 - 70,000; Full time

Job summary

A leading company in healthcare technology is seeking an Executive Assistant to support the CEO and Chief of Staff. The role involves managing schedules, coordinating meetings, and handling confidential information. Candidates should possess strong organizational skills and be bilingual in French and English. This full-time position offers a dynamic work environment with performance-based bonuses and generous benefits.

Benefits

Performance-based bonus

Generous group insurance coverage

Paid break between Christmas and New Year's

CAD 1500 for professional development

Dynamic and multicultural work environment

Parking pass for downtown office

Qualifications

• 5+ years of experience in a similar role.
• Ability to manage highly confidential information.
• Fluency in both French and English.

Responsibilities

• Assist the CEO with administrative tasks and manage schedules.
• Coordinate travel arrangements and manage expense reports.
• Organize and maintain confidential company information.

Skills

Planning

Organization

Time Management

Discretion

Interpersonal Skills

Communication

Education

Bachelor’s degree in administration, communication, or related field

Job description

The Executive Assistant will report to the CEO and will be responsible for :

Supporting and Assisting the CEO

• 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
• 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.
• Expense Management : 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.

Supporting Chief of Staff

• 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.

Supporting Executive Members

• Coordinate travel arrangements requests for Executive team members
• Participate in the process of preparing, reviewing and assembling documents and presentations (both in French and English.

Leading Special Projects

• Collaborate with HR or other executives on special projects (ie company events, townhalls)
• Office Coordination : 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.)

Work location and schedule :

This role requires the Executive Assistant to be in the office daily from 8 AM.

Qualifications

Who you are :

• You have a bachelor’s degree in administration, communication, or another related field or equivalent experience;
• 5+ years of experience in a similar role;
• Strong sense of planning, organization and time management;
• Ability to manage highly confidential information;
• Demonstrated discretion, diplomacy and rigour;
• Strong interpersonal skills;
• Excellent verbal and written communication skills (English and French).

Additional Information

This is a full-time 3-month contract.

Our Recruitment Process :

• TA Screening (30-45 minutes)
• Interview with Chief of Staff (60 minutes)
• Interview with the CEO (90 minutes)

What’s in it for you?

At MEDFAR, we promote efficiency and excellence in healthcare by offering the most efficient electronic medical record (EMR) on the market. Joining the ranks of MEDFAR means working in a dynamic environment where trust, innovation, quality, and client success guide our days.

• Performance-based bonus to all employees.
• Generous group insurance coverage as of day 1 of employment
• Break paid between Christmas and New Years
• 1500 allocated to you for your professional development
• Dynamic and multicultural work environment
• The Executive Assistant will be given a parking pass for our downtown office in Montreal

With offices around the world, fluency in both French and English is a must at MEDFAR. Because of the need to communicate with colleagues and / or customers in other provinces or countries, bilingualism enables us to communicate in both languages while promoting the use of French.

At MEDFAR, we value diversity, equity and inclusion within our team. We are committed to providing a work environment where every individual feels respected and supported, regardless of their background, identity or abilities.As part of our commitment to a fair and inclusive recruitment process, we offer accommodation to candidates who request it. If you need accommodation during your interview, please let us know so that we can provide you with an adapted experience.

MEDFAR has voluntarily subscribed to an Equal Employment Opportunity Program ( EEOP ). We encourage applications from women, visible minorities, ethnic minorities, aboriginal peoples and people with disabilities. When applying, we invite you to complete this section, which enables us to implement our Equal Employment Opportunity Program (EEOP). Self-identification is not compulsory, but may enable you to benefit from hiring or promotion measures if you have the skills required for the job.

To better understand the self-identification process, please consult this guide .

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