Job Summary:

The Fertility Partners (TFP) is seeking a dynamic and highly organized Executive Assistant & Office Manager to provide comprehensive administrative support to our Senior Leadership Team while managing day-to-day office operations. This dual role combines high-level executive support with hands-on office management responsibilities, making it ideal for a professional who thrives in a fast-paced healthcare environment and enjoys variety in their work.

Reporting to the Chief Financial Officer, this position serves as a key liaison across the organization and plays a critical role in ensuring smooth operations for both leadership and staff. As a trusted extension of the Senior Leadership Team, the individual will uphold confidentiality, drive operational efficiency, and help foster a positive, high-performing workplace culture.

Duties/Responsibilities:

Executive Assistant Responsibilities (70%)

Leadership Support

• Provide executive administrative support primarily to the CEO, EVP Operations, and CFO, and, as required, to members of the Senior Leadership Team including the CLO, CHRO, and Medical Director.
• Manage complex calendars, schedule meetings across multiple locations and time zones, and coordinate with clinic and external partners.
• Arrange comprehensive travel itineraries, including flights, accommodations, ground transportation, and detailed itineraries.
• Prepare meeting materials, agendas, and follow-up documentation.
• Screen and prioritize communications, managing email and phone inquiries with appropriate discretion.
• Coordinate board meetings, leadership retreats, and strategic planning sessions.

Meeting & Project Coordination

• Schedule and coordinate internal and external meetings, including video conferences with clinic partners.
• Prepare and distribute meeting materials, take minutes when required, and track action items.
• Assist with special projects and initiatives as directed by the Senior Leadership Team.
• Maintain confidential files and records with the highest level of discretion.
• Coordinate with legal, accounting, and other professional service providers.

Office Manager Responsibilities (30%)

Reception & Front Office

• Serve as the welcoming face of TFP, greeting visitors and managing front desk operations.
• Manage mail distribution, package receipts, and courier services.
• Support general office needs and ad hoc administrative tasks as they arise.

Office Operations

• Manage office supplies inventory and vendor relationships.
• Coordinate the office kitchen and refreshment area, including day-to-day support, ordering of supplies, coffee service, and employee refreshments.
• Plan and execute office events, team meetings, and staff appreciation activities.

Required Skills/Abilities:

• Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint); experience with calendar management systems, and comfort with video conferencing platforms.
• Excellent written and verbal communication skills, with a professional phone manner.
• Exceptional organizational and time management skills with the ability to prioritize competing demands.
• Demonstrated ability to handle confidential information with complete discretion and professionalism.
• Ability to work independently, anticipate needs, and adapt to changing priorities in a dynamic environment.
• Ability to anticipate needs and resolve issues before they escalate.
• Polished communication style appropriate for interaction with the Senior Leadership Team, board members, and external partners.
• Meticulous accuracy in all work with strong proofreading skills.
• Strong interpersonal skills and ability to work effectively with individuals at all organizational levels.
• Comfort with varied responsibilities and ability to shift priorities as business needs change.
• Self-starter who can work independently with minimal supervision.

Education and Experience:

• College diploma or an equivalent combination of education and experience.
• Minimum 5+ years of executive assistant experience supporting C-level executives.
• Experience in healthcare, professional services, or corporate environments.
• Knowledge of travel booking systems and expense management platforms.
• Event planning experience.
• Experience supporting multiple executives simultaneously.
• Familiarity with board governance and meeting preparation.

Working Conditions:

• Location: Toronto office with hybrid work flexibility, as appropriate.
• Hours: Standard business hours with occasional early/late calls to accommodate clinic partners across time zones.
• Travel: Minimal travel required; occasional attendance at company events or meetings.
• Physical Requirements: Standard office environment, occasional lifting of office supplies and materials as needed.