Executive Assistant & Office Experience Coordinator

Assistiq; Montreal; Remote; CAD 50,000 - 80,000; Full time

Job summary

An innovative healthcare technology company is seeking a dynamic Executive Assistant & Office Experience Coordinator to support its executive team and enhance the office environment in Montreal. This role is pivotal in managing complex schedules, facilitating effective communication, and ensuring a seamless office experience. Ideal candidates will possess strong organizational skills, a people-first approach, and the ability to thrive in a fast-paced setting. Join a forward-thinking team dedicated to transforming healthcare supply chains and making a meaningful impact on patient outcomes.

Benefits

Health insurance

3 weeks of vacation

10 sick days

Flexible work hours

Business travel when needed

Qualifications

• 3-5 years of executive assistant experience, preferably as lead EA.
• Strong verbal and written communication skills are essential.

Responsibilities

• Manage complex calendars for the executive team and coordinate meetings.
• Serve as the front line of our culture and point of contact for visitors.

Skills

Executive Assistance

Communication Skills

Organization Skills

Problem Solving

Bilingual (French and English)

Education

Bachelor’s degree in Communications

Bachelor’s degree in Marketing

Bachelor’s degree in Business

Bachelor’s degree in Hospitality

Job description

About Us

At AssistIQ, we are dedicated to creating a more efficient and transparent healthcare supply chain by fixing one of the core problems - health systems and providers lack accurate data and insights on their supply and implant usage.

Our AI-driven software solution provides highly accurate, seamless capture of supply and implant usage in real-time, and generates actionable insights to healthcare systems, enabling greater revenue capture and reduced waste, ultimately leading to better value of care and better outcomes for patients.

About the Role

As the Executive Assistant & Office Experience Coordinator at AssistIQ, you are an essential part of our growing team in providing high-level administrative support to our executives, and coordination of our rapidly-growing Montreal office. We are looking for a talented, people-first individual that will be an incredible, front-line ambassador to our culture.

This is a great opportunity for any driven individual who can successfully navigate rapid company growth and align with the speed and tone of a healthcare technology company. While the role reports directly to the CEO, this individual will serve cross-functionally with other executives at AssistIQ, internal partners, and work exceptionally well with external partners and communities.

We’re seeking a personable, adaptable team player — someone who is comfortable taking on a variety of tasks and projects, no matter the size, to help alleviate the administrative burden of the executive team, and run a seamless office experience for our employees in Montreal. They must be anticipatory, flexible, a team player, with an attention to detail.

What You Will Do

Executive Assistant to the CEO, COO/CFO, and CTO

• Manage complex calendars for the executive team, including scheduling and monitoring of meetings, weekly and daily prep and coordination, and any travel arrangements.
• Anticipatorily prepare, proofread, and edit correspondence, presentations (where applicable), and other documents.
• Coordinate logistics for meetings, including preparing agendas, take notes, and following up on action items.
• Track any deadlines, priorities, and progress of action items, ensuring Executive preparedness for (internal or partner) commitments.
• Act as a liaison between executives, internal teams, and external stakeholders.
• Handle confidential (and personal) information with discretion and professionalism, and assist with expense reports, budgeting, and personal administrative tasks as needed.

Office Experience Coordinator

• Serve as the front line of our culture and point of contact, for any and all visitors and Montreal office-related vendors, including deliveries, mail, supplies, office/equipment maintenance, and miscellaneous service providers.
• Ensure the office environment is organized, clean, spirited, and conducive to productivity.
• Support any building specific and/or company-wide communications, announcements, and event coordination.
• Maintain and track accurate records, office procedures (including building safety and emergencies), and any pertinent administrative systems.
• Coordinate with HR partners with onboarding new hires and any off-boarding processes (e.g. equipment, materials, building access, etc.).
• Create, organize and support any internal meetings, off-sites, and team-building activities.

• French and English fluency is essential.
• Bachelor’s degree in Communications and/or Journalism, Marketing, Business, or Hospitality is preferred.
• Previous executive assistant (EA) experience with at least 3-5 years, preferably as lead EA if part of a team, and/or office management required.
• Strong verbal and written communication skills.
• Effective organization and problem solving skills, with attention to details and ability to prioritize multiple projects simultaneously.
• Culture-driven, creative, collaborative, people-first, and anticipatory to meet the needs of executives, staff, and visitors.

• Health insurance
• Fully remote position
• Business travel when needed
• 3 weeks of vacation
• 10 sick days
• Flexible work hours