Location: Hybrid, in person in Durham Region and possible international travel
Job Type: 30-40 hours per week | Some Evenings & Weekends Required
Pay: $19-22/per hour + bonus for all childcare hours
- Position Summary:
We are seeking a proactive and highly organized Executive Assistant to support a busy psychologist with a dynamic schedule spanning multiple business entities in Ontario and the U.S. This role is ideal for someone who thrives in a fast-paced environment, takes initiative, and can confidently handle both administrative and executive-level responsibilities. You will play a critical role in managing the psychologist’s professional and personal calendar, client scheduling, report processing, and childcare to help the psychologist complete her work.
Key Responsibilities:
- Answer phones, respond to emails, and serve as the first point of contact for clients and professional contacts.
- Manage client scheduling across multiple clinics and platforms (JaneApp, Microsoft Bookings, etc.).
- Coordinate the psychologist’s calendar, including personal and work-related commitments across multiple businesses.
- Enter data from psychological assessments and score reports using various scoring platforms.
- Draft and format professional documents, reports, and client correspondence.
- Liaise with the U.S.-based admin team and provide remote support as needed.
- Provide childcare support during working hours to allow uninterrupted workflow.
- Organize files, maintain confidentiality, and ensure records are compliant with privacy standards.
- Take quick verbal or written direction and independently follow through with minimal supervision.
- Attend meetings, take notes, and follow up on assigned tasks.
- Complete errands and assist with personal tasks as required.
- Possible travel to the U.S. office and/or attendance at international conferences as needed
Qualifications:
- Proven experience in an administrative or executive assistant role, preferably in a healthcare or mental health setting.
- Exceptional organizational skills and attention to detail.
- Strong written and verbal communication skills.
- High level of discretion and professionalism when handling sensitive information.
- Comfortable working with children and providing childcare.
- Tech-savvy with experience using scheduling and EHR platforms (JaneApp, Microsoft Office Suite).
- Valid driver’s license and access to reliable transportation.
- Ability to travel between Oshawa, Whitby, and Ajax offices as needed.
- Flexible availability, including some evenings and weekends.
- Criminal Background check required.
- Valid passport with eligibility for entry into the United States is required
Who You Are:
- A self-starter who isn’t afraid to ask questions and take initiative.
- A natural problem-solver who thrives on multitasking and getting things done.
- Comfortable working in a changing and dynamic environment.
- Able to adapt quickly and respond to real-time needs with professionalism and grace.
How to Apply:
If you are a detail-oriented, tech-savvy go-getter looking for a meaningful and diverse role supporting a dedicated psychologist, we’d love to hear from you.
Please send your resume and a letter of interest outlining why you’re a great fit for this role.