Executive Assistant/ Office Administrator

About Thornhill Medical:

Thornhill Medical’s ground-breaking products are designed to be used globally by emergency health care providers, humanitarian and military medical teams. Thornhill’s oxygen-focused research and applications are transforming patient care in extreme circumstances, while inspiring and enabling other new technologies to unlock vital life-saving solutions. Thornhill Medical’s innovations are in 19+ countries including Ukraine. With a team committed to courage, collaboration and saving lives, Thornhill Medical leads the way in the nimble and precision-focused field of medical technologies.

Position Summary:

The Executive Assistant/ Office Administrator is responsible for providing administrative support to the President and CEO, and the overall Executive team as required. The position also oversees the efficient management of the office operations and facilities and related administration, projects, and initiatives.

Duties & Responsibilities:

• Provides administrative support to various departments including the monitoring and coordinating of patent issues, translation services, and document notary services.
• Leads or supports employee engagement initiatives that help foster a cohesive company culture including organization of companywide events (e.g., social activities, celebrations, holiday events, lunches).
• Supports the President and CEO with the coordination of the AGM and the annual strategic plan process.
• Provides administrative support to the President and CEO, as well as other Executive team members, including expense management, travel arrangements, and meeting/event planning.
• Considers quality in all aspects of the job and respects procedures and norms.
• Other duties as assigned.
• Manages day-to-day activities related to the maintenance of the office and lab facilities to ensure overall operational efficiency and related systems, processes, and protocols are sustainable and in compliance with internal/ external requirements.
• Supports performance tracking initiatives through the development of reporting schedules and coordination of team updates.
• Oversees and administers the company intranet site on SharePoint (e.g., organization charts, shared documents, department homepages, daily newsfeed).
• Supports HR activities including the administration of the automated employee leave system.

Education & Experience:

• 3-5 years of administrative experience in a similar role.
• Post-secondary education in administration or related field.
• Experience supporting C-Suite level positions in a fast-paced environment.
• Healthcare related industry experience is an asset.

Skills & Knowledge:

• Ability to adapt approach and demeanor in real time to match shifting demands and situations.
• Strong computer skills and proficient knowledge of Microsoft Suite (Word, Excel, PowerPoint, SharePoint, Outlook).
• High degree of confidentiality and integrity.
• Takes pride in making an impact as valued member of the team.
• Meticulous and detail oriented.
• Holds self and others accountable to meet commitments.
• Drive to consistently achieve results, even under tough circumstances.
• Excellent interpersonal and communication skills (verbal and written).
• Builds strong relationships and works collaboratively with others to meet shared objectives.
• Strong understanding of how to effectively support busy teams in a fast-paced setting.
• Ability to work under pressure at times managing a wide variety of activities and relationships.
• Strong time management and organizational skills.
• Ability to work independently on projects from implementation to completion.
• Highly resourceful individual with strong emotional intelligence and self-motivation.

Other Requirements:

• Some travel between the head office and lab is required.
• Primarily office related requirements with some light lifting and bending.

Thornhill Medical is an equal opportunity employer and welcomes and encourages applications from all qualified people, including those with disabilities. Accommodations are available on request for candidates taking part in all aspects of the selection process.

We thank all applicants for their interest, however, only those selected will be invited for an interview.