Posted 10 days ago
About Us:
PathWell, a prominent player in the mental health and wellness sector, seeks a self-driven and proactive Executive Assistant Office Manager. This role is a unique blend of responsibilities, involving both the efficient functioning of our practice and providing high-level support to the Clinic’s Founder.
The ideal candidate operates independently without requiring micromanagement, and consistently takes a proactive approach to address challenges.
Key Responsibilities:
Administrative and Operations Management:
· Coordinate daily office operations, manage client interactions, and support clinicians independently.
· Oversee the appointment booking system and optimize clinicians' schedules.
· Administer time-off requests and vacation schedules, monitor attendance, and optimize staff capacity.
· Develop, maintain, and optimize operational procedures, filing systems, and metrics.
· Development of key performance indicators (KPIs) for the clinic, establishing methods for
measurement, and implementing systems to track progress towards their attainment.
· Generate monthly operational reports to facilitate continuous improvement.
· Maintain and optimize CRM platform for efficient customer relationship management.
Billing, Financial Management, and Office Organization:
· Manage invoicing with precision, ensuring accuracy and timeliness.
· Oversee budgets and expenses, meticulously maintaining financial records.
· Generate monthly financial statements and accounting reports, collaborating closely with the
accounting team.
· Maintain an immaculate and well-organized office environment, efficiently managing supplies and
equipment.
Founder Support:
· Independently manage the demanding schedule of the Founder, skillfully scheduling meetings.
· Create reports, presentations, and documents for executive meetings and presentations.
· Provide proactive administrative support to the Founder.
· Highly responsive and proactive executive assistance support.
· Adapts to the CEO's needs, foresees potential issues and is quick to respond.
· A skilled communicator who provides daily updates to keep the Founder informed on relevant
happenings.
Team Support and Stakeholder Management:
· Collaborate seamlessly with clinicians and staff, fostering an efficient work environment.
· Play a key role in onboarding new team members, maintaining employee records, and leading hiring
and recruiting efforts.
· Prepare team communications and practice updates.
· Create and send biweekly client newsletters for regular communication and engagement.
· Organize team meetings and rounds, preparing agendas.
· Manage relationships with accountants, contractors, and third-party suppliers to ensure PathWell's
financial and operational health.
· Represent PathWell professionally and efficiently to stakeholders, reflecting our commitment to
excellence.
Document and Policy Development:
· Prepare professional documents and presentations for internal and external use.
· Develop operational policies and procedures to enhance efficiency and compliance.
· Create efficiency protocols and metrics to streamline daily operations.
· Collaborate on the development of operational efficiency metrics to drive continuous improvement.
Qualifications:
· Bachelor's degree or equivalent work experience.
· 7+ years of excellence in administrative roles, demonstrating strong organizational and multitasking
skills.
· Exceptional communication and interpersonal skills, with an excellent command of written English.
· Expertise in generating and organizing detailed documents through Microsoft Excel and PowerPoint,
complemented by advanced proficiency in Microsoft Office applications like Word, Outlook, and
Adobe Pro.
· Proactive, self-driven, and hardworking, requiring minimal direction or oversight.
· Experience running an office is an asset. Additionally, candidates with prior experience working within
a healthcare office setting will be highly regarded.
· Social media knowledge or savviness is considered a valuable asset for this position.
Benefits:
· Competitive salary.
· Performance bonus
· Extended health benefits.
How to Apply:
To apply for the Executive Assistant Office Manager position at PathWell, please submit your resume and a cover letter detailing your relevant experience and qualifications to workwell@pathwell.ca. If you are passionate about mental health and wellness, can provide executive-level support, and possess a proactive, independent work ethic, we invite you to contribute to our vision.
Work Hours/Schedule:
· M – F, in-office role
· This role does require the ability to work occasionally outside of clinic’s operational hours (i.e., to attend off-site meetings, staff meetings, special events, professional development, etc.)
PathWell in Toronto, Ontario, Canada
