Executive Assistant

Job Description: Executive Assistant

Position: Executive Assistant

Location: Canaray | Specialists in Oral Radiology, Mississauga

Type: Full-Time

Salary: $28.00 hourly

Benefits: Comprehensive benefits package

About Canaray:

Canaray provides the GTA with standard-setting oral radiology services. Our rapidly growing and progressive organization is committed to being an innovative centre of excellence in the dental community. Our motto is simply “do the right thing.” We don’t have any quotas or salespeople. The only thing that matters is that we do our jobs to the best of our abilities.

Role Overview:

As the Executive Assistant, you will be responsible for providing high-level administrative support to senior leadership and coordinating various tasks across departments. This role is crucial for enhancing departmental coordination, administrative efficiency, and fostering a positive company culture.

Key Responsibilities:

- Executive Support:

- Coordinate meetings, including scheduling, agenda preparation, and follow-up actions.

- Handle confidential correspondence and sensitive information with discretion.

- Assist with special projects or initiatives as directed by senior leadership.

- Manage and organize executive filing systems, both physical and digital, to ensure easy access to important documents.

- Coordinate and assist with events, itineraries, and special projects.

- Conduct research and compile data for reports, presentations, or projects as directed by senior leadership.

Inventory and Office Management:

- Oversee lab inventory, including documentation and coordination with buyers.

- Maintain HQ inventory records, ensuring accurate documentation of furniture and office supplies.

- Coordinate the clear-out of storage lockers and manage related tasks.

- Ensure the upkeep of Radiation Manuals across all Canaray clinics.

Customer Service and Company Culture:

- Strategize and implement plans for enhancing our Customer Service Department's efficiency.

- Announce and celebrate staff anniversaries, birthdays, and maintain consistent communication within Canaray's internal chat system.

- Play a key role in cultivating company culture by engaging with employees and recognizing exceptional staff performance.

- Acquire cross-functional skills across the organization to support diverse business needs.

Project Coordination:

- Maintain and optimize internal employee management systems.

- Rebuild and improve our internal documentation system for enhanced accessibility and efficiency.

- Create and review employee documentation programs to ensure accuracy and compliance.

- Facilitate communication between departments and provide managers with reliable support.

- Monitor internal statistics and metrics, organizing workflows to address absences and maintain productivity levels.

- Provide support in the administration of new and existing employees.

- Assist management and Human Resources with the employee onboarding and offboarding process.

Operational Tasks:

- Monitor and manage daily office workflow, ensuring data processing tasks are completed efficiently.

- Handle the coordination and maintenance of office equipment, including scanner warranties and service audits.

- Monitor staff statistics and feedback, assisting in the evaluation of performance and workflow improvements.

- Ensure compliance with infection control standards and proper maintenance of office facilities.

Skills and Qualifications:

- Minimum of 2 years of administration or project management experience.

- Extensive customer service experience.

- Outstanding interpersonal relationship-building and employee coaching skills.

- Excellent conflict management and leadership skills.

- Strong problem-solving ability.

- Eager to improve and able to work well in a fast-paced environment.

- Excellent organizational skills.

Benefits:

Canaray is an equal-opportunity employer. We are dedicated to providing accommodations for applicants with disabilities during all parts of the hiring process. If selected for further proceedings, kindly notify us if any accommodations are needed.

Apply Today!

Join Canaray and be part of a team that is transforming oral healthcare. Your expertise and dedication will help us continue to provide exceptional service to our community.

Job Types: Full-time, Permanent

Pay: $28.00 per hour

Benefits:

• Dental care
• Extended health care
• Vision care

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday
• Weekends as needed

Work Location: In person