Executive Assistant

Job title:        Executive Assistant

Location:            Midtown Toronto 

As a new, private health clinic for women, we are looking to hire an organized, results-oriented executive assistant to join our midtown Toronto clinic. In support of Lume’s goals and objectives, you will provide confidential administrative support to Lume’s four founding partners and additional support to executive team members, as directed.

Lume is an elevated healthcare destination for women where the focus is on empowering healthy aging in a preventive, personalized and holistic manner. We provide best-in-class care and personalized attention to help every woman feel her best through effective, empathetic, and evidence-based care. We are more than a medical practice; we are a purpose-driven space where every woman is provided unwavering support, empowerment, and advanced care – every step of the way. 

Imperative to the success of our clinic is a skilled dedication to patient needs and the patient experience. We will actively build a culture of warmth, commitment, respect, and gracious care. Patients will have a seamless experience through our health offerings. Patients should feel welcome to give feedback to help us achieve our goals for continuous quality improvement. As a centre of excellence in women's health, we will confidently navigate feedback to ensure patients reach their personal health goals.

Your key responsibilities 

·       Create, maintain and refine internal processes that support executives and coordinate internal and external resources to expedite workflows.

·       Liaise with executives and other Lume team members as required regarding various projects and tasks.

·       Manage scheduling for the 4 founders including agendas, mail, email, phones calls, meetings, client management and other company logistics.

·       Coordinate complex scheduling and calendar management, as well as content and flow of information to senior executives.

·       Prioritize conflicting needs, troubleshoot, handle matters expeditiously, proactively and follow-through on projects while being flexible in adjusting to changing work priorities.

·       Prepare and coordinate meetings and events including offsites and other departmental meetings, including but not limited to booking meetings rooms/event venues, catering, technology, communication, materials, and RSVP’s.

·       Manage senior executives’ travel logistics and activities, including accommodations, transportation, and meals.

·       Provide administrative and office support, such as typing, note taking, spreadsheet creation, and maintenance of filing system and contacts database.

·       Maintain professionalism and strict confidentiality with all materials.

·       Organize team communications and assist with the planning of events, both internal and off-site

A bit about you 

·       A minimum of 5 years of relevant prior experience in an administrative assistant role reporting directly to senior executives.

·       Excellent judgement, interpersonal and communication skills (both verbal and written) with an ability to maintain effective relationships.

·       Ability to act with discretion when handling confidential and privileged information.

·       Strong time-management skills and an ability to organize and coordinate multiple concurrent projects.

·       Flexible team player, willing to adapt to changes and unafraid of challenges.

·       Proficiency in Microsoft 365, Microsoft Teams, Canva, and presentation software.

·       Proficiency with office productivity tools and an aptitude for learning new software and systems.

·       Contribute to an equitable, diverse, and inclusive work environment.

·       Sound knowledge of medical terminology is considered an asset.

·       Experience working with budgets and expenses, an asset.

The annual salary for this role will be $70,000.

If you are excited about this opportunity but your experience does not align perfectly with every qualification in the job description, we encourage you to apply anyway. You may be just the right candidate for this or other roles.

Lume is an equal opportunity employer dedicated to diversity and to providing an inclusive workspace for everyone. Please let us know if you require any assistance or accommodation during the recruiting and hiring process. 

Interested applicants are asked to submit their resume and cover letter to paloma@anchor-hr.com

Within your cover letter, please include why you are interested in this opportunity, what excites you about the opportunity and why you believe you would be a good fit for the Lume team.

We thank you for your interest, however, only those selected for an interview will be contacted.