Administrative Assistant – International Program And Concierge Services

Job title: Administrative Assistant – International Program And Concierge Services

Company:

Job description: Administrative Assistant – International Program And Concierge Services
Job Order ID: 5919
Employment Type: Yearly Salary
Web Publication Date: 1/14/2021
Number of Positions: 1
Job Location: Toronto
Job Function:

Job Title: Administrative Assistant – International Program and Concierge Services

Reports To: Managing Director

Job Purpose

The job purpose is to ensure operating efficiency of the International Program and Concierge Services and to support the work of the Managing Director. To provide excellent customer service for Intended Parents by identifying and exceeding their expectations for quality health care service.

Duties and Responsibilities

• Coordinate communication between our Managing Director and Medical Staff

• Schedule meetings and coordinate calls between Intended Parents and Managing Director

• Assist with calendar and synchronization between different time zones

• Provide Referrals to our third-party program and to different agencies on behalf of our Managing

Director

• Assist and be in constant communication with Case Coordinators and our Intended Parents, to

provide the best support.

• Follow up and update CRM system with resolution on cases accordingly after video calls

consultations on a weekly basis

• Assist with coordination of Conferences including booking flights, trains and hotels as needed. This

also includes providing information prior to conferences to different organizations and helping with

organizing conference materials

• General emails to our Intended Parents to follow up after conference’s registration

• Handle office interactions with Intended Parents. This includes greeting and directing, answering

phone inquiries, and handling requests or concerns

• Billing and payments according to Intended Parent’s program selection while handling sensitive and

confidential information for credit card payments

• Arrange Airport pick up transportation for our International Patients arriving to the clinic

• Writing SOP, creating flow charts, providing monthly reports to our Managing Director

• Process expenses on a monthly basis

• Perform other duties and responsibilities as required

Page 2 of 2 JOB DESCRIPTION – ADMINISTRATIVE ASSISTANT

Skills

• Excellent communication and interpersonal skills: clear, concise, professional, active listening, friendliness, helpful, respect, empathy

• Excellent time management skills and ability to multi-task and prioritize work, attention to detail

• Proven ability to work both independently and as part of a team, maintain strong working relationships with co-workers and intended parents

• Strong sense of urgency, remain ‘cool calm and collective’ under pressure, prioritize workload

• Exercise good judgment and discretion when dealing with confidential and sensitive information

• Strong organizational, problem solving and time management skills

• Ability to assess situations to determine the importance, urgency, and risks, and make clear decisions which are timely and in the best interests of the organization

• Proficiency in MS Office: Word, Excel, and Outlook

Job Requirement:

Qualifications

• Post-secondary education in administration, business or office management is an asset

• 2-4 years’ experience in an administrative, office-setting environment, preferably in the medical field

• Secondary language preferred Hebrew, French, Italian.

Working Conditions

Monday to Friday, weekends and Holidays as scheduled

Expected salary:

Location: Toronto, ON

Job date: Sat, 16 Jan 2021 04:50:01 GMT