Established since 1996, Hamilton Institute for Health Personnel is registered as a career college under the Ontario Career Colleges Act, 2005 and is based in Hamilton, Ontario. For over 20 years, HIHP has graduated thousands of top performing Personal Support Workers into the healthcare industry. As proud and active members of the Ontario Career Colleges and the National Association of Career Colleges (NACC), HIHP ensures that students are given the best possible education to prepare them for their exciting careers. With the highest training standards and a comprehensive curriculum, students learn to recognize the value of their role and provide not only for their client but also demonstrate sensitivity and respect for those in their care.
ABOUT THE ROLE
As the Executive Assistant & Office Manager, you will provide administrative support to the Founder while ensuring smooth day-to-day operations of the private vocational college. You will play a key role in enabling the Founder to focus on driving company growth and strategy, and you will be the go-to person for ensuring the college runs like clockwork.
RESPONSIBILITIES
Executive Assistant Support
- Support Founder with calendar management and travel arrangements, as necessary.
- Support with financial timelines required by Accounting and Ministry of Education compliance requirements adhered to Ministry timelines and guidelines.
- Coordinate on behalf of Founder with various healthcare facilities for student placements.
- Act as main liaison between instructors regarding schedules, student grades, attendance and student performance evaluations.
- Track, prepare, and submit expense reports to ensure timely reimbursement.
- Prepare reports, documents, and presentations as requested.
- Lead and assist with planning, coordination, and execution of meetings and events.
- Handle confidential and sensitive information with discretion and sound judgment.
- Provide ad hoc administrative support to the broader team as needed.
- Support additional projects and responsibilities as assigned.
Office Management & Student Operations
- Own day-to-day office operations to ensure a productive, well-functioning school and work environment.
- Track and coordinate student payments to their examinations and reconcile in Quickbooks for the Accounting team.
- Maintenance of student records, both digital and physical documents.
- Conduct student orientation at the start of each student batch and prepare class schedules.
- Proctoring students during their Final Provincial Exam as needed.
- Own communication on program inquiries and student applicant registration.
- Coordinate office usage and ensure facilities are clean, functional, and appropriately maintained.
- Serve as the primary liaison on behalf of the Founder/Building Owner on maintenance and facilities matters.
- Manage office supplies, equipment, and vendor relationships, including ordering, maintenance, and repairs.
- Track and manage office-related budgets and expenses.
- Organize and support events, meetings, and employee activities in the office.
- Manage incoming and outgoing mail and packages.
- Identify opportunities to improve office and administrative processes and implement efficiencies as appropriate.
- Support ad hoc office and facilities responsibilities as needed.
QUALIFICATIONS
- 5+ years of experience in executive assistance, office management, or a similar role.
- Exceptional attention to detail, with a proven ability to anticipate needs, identify risks and prevent issues before they arise.
- Strong judgment and discretion, with experience handling sensitive, confidential and high-stakes matters.
- Outstanding written and verbal communication skills with a high level of professionalism and efficiency.
- Highly developed ability to problem-solve, prioritize, and thrive in a fast-paced environment.
- Advanced proficiency in Google Workspace, Microsoft Office Suite (Word, Excel, Outlook, Powerpoint), and Quickbooks.
- Experience with event coordination and travel logistics.
- A proactive and positive attitude with the ability to work both independently and as part of a team.
- Available to work onsite 5-days a week at our Hamilton college location.
- Hours are 9am – 5pm, 37.5 hours/week.
Salary decisions are also dependent on other factors such as your experience, industry benchmarks, internal equity and other role-specific requirements. For critical roles, the compensation offering will be reviewed to ensure alignment with market rate and conditions and the unique value you bring to the role.
WHY JOIN HAMILTON INSTITUTE FOR HEALTH PERSONNEL?
- Embrace autonomy and accountability in a flexible work environment; we focus on outcomes and empower you to determine how to get the job done
- Enjoy our company-paid flexible group benefits for you and your family
- 2 weeks paid vacation and you will be required to disconnect!
Inclusive Hiring at Hamilton Institute for Health Personnel
We are committed to creating an inclusive and supportive candidate experience. Should you require any accommodation whatsoever during the interview process, please inform us without any hesitation. Hamilton Institute for Health Personnel is dedicated to ensuring equal treatment and opportunity in all phases of recruitment, selection, and employment, in compliance with employment law. We do not discriminate based on gender, race, religion, national origin, ethnicity, disability, gender identity/expression, sexual orientation, veteran or military status, or any other protected category. Hamilton Institute for Health Personnel is proud to be an equal opportunity employer, fostering a culture of inclusivity and maintaining a work environment that is free from discrimination, harassment, and retaliation.
Pay: $65,000.00-$80,000.00 per year
Benefits:
- Dental care
- Paid time off
- Vision care
Work Location: In person
