Executive Assistant to the Medical Director
About the Role
Victory Reproductive Care is seeking a highly organized, proactive, and professional Executive Assistant to support our Medical Director in a fast-paced and growing organization.
This role is ideal for someone who thrives in high-responsibility environments, enjoys solving problems, managing competing priorities, and serving as a trusted right hand to a busy professional. The successful candidate will play a critical role in keeping schedules organized, communications managed, projects moving forward, and priorities aligned.
This position combines executive support, project coordination, administrative leadership, and operational assistance. The successful candidate will become a key partner in helping the Medical Director maximize efficiency, effectiveness, and impact.
Key Responsibilities
Executive Support
- Manage and prioritize email communications
- Provide light monitoring of email and social media communications outside of regular business hours
- Coordinate meetings, interviews, speaking engagements, podcasts, presentations, and professional commitments
- Manage complex calendars, scheduling conflicts, and travel arrangements
- Prepare presentations, reports, correspondence, and professional documents
- Anticipate needs and proactively address administrative and scheduling challenges
- Serve as a key point of contact between the Medical Director and internal and external stakeholders
Project & Operations Coordination
- Support strategic initiatives and special projects
- Coordinate meetings and communications across teams and external organizations
- Track action items, deadlines, and deliverables to ensure projects remain on schedule
- Assist with operational improvements, new initiatives, and organizational projects
- Conduct research and compile information to support decision-making and planning
- Coordinate training, professional development, and administrative requirements
Professional Administration
- Manage professional memberships, certifications, renewals, and documentation
- Coordinate licensing and credentialing requirements as needed
- Maintain organized records, files, and professional documentation
- Assist with applications, submissions, and reporting requirements involving professional organizations, regulatory bodies, and external partners
Administrative Excellence
- Maintain strict confidentiality regarding sensitive business, professional, and personal information
- Manage administrative records and documentation systems
- Draft, proofread, and format professional correspondence and materials
- Ensure exceptional attention to detail and follow-through on all assignments
- Represent the Medical Director and organization professionally in all communications
Qualifications
- Exceptional organizational and time-management skills
- Strong written and verbal communication abilities
- Ability to manage multiple priorities with minimal supervision
- High degree of professionalism, discretion, and confidentiality
- Strong technology skills, including Google Workspace, Microsoft Office, scheduling platforms, and cloud-based systems
- Proven experience supporting senior leaders, executives, professionals, entrepreneurs, or business owners
- Experience coordinating projects, schedules, events, or operations is considered an asset
Preferred Attributes
- Highly proactive and resourceful
- Strong problem-solving and critical thinking abilities
- Excellent judgment and decision-making skills
- Detail-oriented with exceptional follow-through
- Adaptable and comfortable working in a dynamic environment
- Professional, polished, dependable, and trustworthy
Why Join Victory Reproductive Care?
Victory Reproductive Care is dedicated to helping individuals and families build their future through compassionate and innovative fertility care. This position offers a unique opportunity to work closely with an accomplished physician leader while contributing to a growing and purpose-driven organization.
If you are someone who enjoys creating order from complexity, managing multiple priorities, and helping a busy professional operate at their highest level, we would love to hear from you.
Position Details
- Monday to Friday
- 7 hours per day
- Approximately 5 additional hours per week outside regular business hours for email and communication monitoring as required
- In-person position based in Windsor, Ontario
Pay: $50,000.00-$60,000.00 per year
Benefits:
- Company events
- Dental care
- Extended health care
- On-site parking
- RRSP match
Work Location: In person
