Executive Personal Assistant

MedSciX; Hamilton; On-site; CAD 45,000 - 70,000; Full time

Job summary

A leading company in medical and pharmaceutical supply is seeking an Executive Personal Assistant in Waterdown, Ontario. In this role, you'll manage daily schedules, coordinate travel plans, and provide administrative support to senior executives while maintaining confidentiality. The ideal candidate has a Bachelor's degree and 2-3 years of experience in a similar role, with exceptional organizational and communication skills.

Qualifications

• Minimum of 2-3 years of experience as an Executive Personal Assistant or in a similar administrative role.
• Bachelor’s degree or equivalent work experience.
• Experience working with senior-level executives.

Responsibilities

• Manage daily schedules, conduct diary management, and perform clerical duties.
• Coordinate complex travel plans and handle sensitive information with discretion.
• Support organizing events and assist in hiring processes.

Skills

Organizational skills

Verbal communication

Written communication

Multitasking

Problem-solving

Discretion

Microsoft Office Suite

Project management tools

Time management

Education

Bachelor's degree

Tools

Microsoft Office Suite

Job description

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MedSciX is a reliable partner in medical and pharmaceutical supply, serving customers in over 25 countries. With over 35 years of experience, we provide pharmaceuticals, medical equipment, and OTC supplies, committed to supporting healthcare professionals in creating a healthier world. As a one-stop-shop for medical needs, we continue to innovate and expand our services globally.

Role Description

This is an on-site contract role for an Executive Personal Assistant located in Waterdown, ON. The Executive Personal Assistant will manage daily schedules, assist with executive administrative tasks, handle diary management, and perform clerical duties. The role also involves effective communication and coordination with internal and external stakeholders.

Key Responsibilities

• Calendar Management : Maintain and organize the executive’s calendar, schedule appointments, meetings, and travel arrangements to ensure all commitments are efficiently managed.
• Travel Arrangements : Coordinate complex travel plans, including flights, accommodations, itineraries, and transportation, ensuring seamless travel experiences.
• Communication Management : Act as a gatekeeper for the executive, managing emails, phone calls, and other forms of communication. Prioritize and respond to requests on behalf of the executive when necessary.
• Meeting Coordination : Arrange and prepare for meetings, including scheduling, preparing agendas, taking minutes, and ensuring follow-ups are completed.
• Document Management : Assist with the preparation of presentations, reports, and other documents, ensuring they are timely and error-free.
• Task Management : Assist with both personal and professional tasks, ensuring projects are completed on time and deadlines are met.
• Event Coordination : Support organizing events, conferences, and company-wide meetings, including venue selection, catering, and logistics as required.
• Confidentiality : Handle sensitive information with the utmost confidentiality and discretion.
• Personal Assistance : Support the executive with personal tasks such as family-related scheduling, key shopping, property management, bookkeeping, and other ad hoc tasks as required.
• Supporting Marketing Initiatives : Assist in launching and executing marketing strategies by organizing events, preparing materials, and supporting content creation for digital marketing channels.
• Help in Hiring : Provide support in the hiring process for both the hospital and the company, including scheduling interviews, coordinating with candidates, and assisting in administrative tasks related to recruitment.

Note : The responsibilities outlined above are not exhaustive. The Executive Personal Assistant may be required to perform additional tasks and duties as requested by the executive or as business needs evolve.

Required Qualifications :

Experience : Minimum of 2-3 years of experience as an Executive Personal Assistant or in a similar administrative role, preferably supporting senior executives.

Education : Bachelor’s degree or equivalent work experience.

Location : The candidate must come to the Waterdown office for work.

Skills :

• Exceptional organizational skills and attention to detail.
• Excellent written and verbal communication skills.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Ability to multitask and prioritize tasks effectively in a fast-paced environment.
• Strong problem-solving abilities with a proactive and solutions-oriented approach.
• High level of discretion and confidentiality in handling sensitive information.
• Experience working with senior-level executives or in a corporate environment.
• Knowledge of project management tools and software.
• Excellent command of English writing, reading, and speaking.

Personal Attributes :

• Professional demeanour with a positive and approachable attitude.
• Ability to work independently, exercise judgment, and make decisions with minimal supervision.
• Flexible and adaptable to changing demands and priorities.
• Strong time management skills and the ability to work under pressure.

Seniority level

Seniority level

Mid-Senior level

Employment type

Employment type

Contract

Job function

Job function

Administrative

Medical and Diagnostic Laboratories

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