Executive Assistant

Job Description

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.

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, 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).
• 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.

Other

• Collaborate with HR or other executives on special projects (ie company events, townhalls)
• Office Management: 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.
• Availability outside of normal working hours when needed.

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; 
• 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).

Additional Information

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.  

• 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

Recruitment Process 

1. TA Screening (30-45 minutes)
2. Interview with Chief of Staff (60 minutes)
3. Test/Case Study (take-home)
4. Interview with the CEO (90 minutes)

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.