ADMIN ASSISTANT TO DR. PEREIRA (Job ID: 7484)
Dr. Vitor Mendes Pereira is a neurosurgeon with a dedicated endovascular practice at St. Michael's Hospital in Toronto. He is a Surgery and Medical Imaging Professor at the University of Toronto and Director of Endovascular Research and Innovation at the Brain and Heart Centre. He holds the Schroeder Chair in Advanced Neurovascular Interventions.
Dr. Pereira is specialized in brain aneurysm treatment, curative approaches for brain arteriovenous and dural arteriovenous fistulas, cerebral venous diseases manifesting as pulsatile tinnitus or idiopathic intracranial hypertension, carotid and intracranial revascularization procedures (carotid stenting) and complex facial, superficial and spinal vascular malformations. He is the lead of the neurovascular multidisciplinary super clinics at St. Michael's hospital to facilitate patient access to comprehensive care, dedicated imaging, and cross consultation with other specialties.
Job Summary
The Executive Assistant works in an office environment, supporting Dr. Pereira's clinical & research program. This includes support of other staff on his team, including but not limited to: Clinical Operations Lead (COL), Research Program Manager (RPM), Clinical Research Coordinator (CRC), Research Assistant (RA) and research students (research fellows, graduate students, medical students, and summer students).
The Executive Assistant will provide overall administrative and organizational support to Dr. Pereira running with his clinical activities and team activities related to the RADIS lab. Their primary role is to perform general office duties such as organizing meetings and events (including taking minutes), maintaining calendars and scheduling, making travel arrangements for the team, filing, and document control/updating. They will also assist with the preparation of reports (to funders, the hospital, and other stakeholders), assisting with research administrative tasks (such as updating CVs and formatting presentations), and tracking expenses for project budgets. They will also be responsible for submitting medical billings and reimbursements for the PI and research team.
As the first point of contact, the Executive Assistant should have excellent communication and interpersonal skills. Excellent organizational, writing, computer skills are required. A solid understanding of health research, and enthusiasm for synthesizing large amounts of information are an asset.
He is the co-lead of the RADIS lab, which focuses on studying new technologies and their potential applications to neurointervention, including computational fluid dynamics, dynamic diagnostic imaging, and cone beam CT, optical flow imaging, low field MRI, genetics, artificial intelligence, and robotics. The lab focuses on leveraging these technologies to improve the outcomes of patients with neurovascular diseases. They perform many research and innovative translational projects, and, most recently, they completed the world's first robotic neurovascular intervention and a probe-based microscopic brain imaging (former neuro-dedicated OCT).
We are looking for an executive assistant to support Dr. Vitor Mendes Pereira and his research program at St. Michael's hospital.
Responsibilities & Activities include:
- Administrative support, i.e., manages staff onboarding and departures, including submitting paperwork to HR and the research office, and ensuring staff are well oriented and setup in all relevant systems; submits paperwork for all research visitors and volunteers; and submits and oversees all incoming and outgoing shipments and invoices for the research team
- Organizes and maintains schedule/calendar, i.e., schedules, and confirms meetings/appointments; updates calendar with meeting/appointments information, in a timely manner; and tracks Principal Investigator's activities, such as presentations, speaking events, publications, and other activities on a regular basis.
- Financial Responsibilities, i.e., submits billings for the PI, submits reimbursements for lab purchases, and prepares a monthly financial report.
- Word processing responsibilities i.e., uses Microsoft application or other relevant programs to type and develop correspondence and other relevant documentation, including letters, memos, reports, invoices, abstracts, etc., often of a confidential nature to support the activities of the Principal Investigator and team.
- First Point of Contact/Communication, i.e., acts as a point of contact for research program, responding to routine email, mail, telephone, and fax enquiries and documents for the PI/program/project; and is responsible for coordinating the weekly/monthly e-newsletters.
- Preparation/Formatting of Materials i.e., prepares monthly summaries of research group's activities by developing and distributing visually appealing, and informative study communications to research collaborators and keeps the team's CV's up to date with recent activities, such as conference presentations and publications.
- Provides administrative support for meetings and event planning, i.e., makes arrangements for catering, audio visual and other equipment/material (e.g., flip chart, etc.), ensuring equipment is set up in a timely manner for meetings and follows up with parties to ensure meeting runs smoothly; also, takes and transcribes minutes, distributes to team, and follows up with required parties, as required to ensure minutes are an accurate reflection of meeting(s).
- Office Management, i.e., coordinate the purchase of supplies, as well as manage those supplies for the Principal Investigator, and team; and manages the PI's email.
- Performs cross functional and/or other responsibilities as assigned or required, i.e., updates, and maintains Principal Investigators' CVs and CV modules (i.e., CCV, SSHRC CV, WebCV, COS CV); and maintains and updates the research team website and Twitter account
- Document control and electronic and/or paper filing, i.e., invoice tracking and mailing receipts
- Performs cross functional and other duties as assigned and/or requested., i.e., captures content and prepares posts for key research activities for publication on social media outlets, such as Twitter. Prepares monthly newsletter for team updates.
Qualifications:
- • Bachelor's Degree
- • Minimum 3 years administrative assistant experience, with executive assistant experience an asset
- • Experience in medical science or surgery-related program or work environment also considered an asset
- • Excellent communication (verbal/written) and interpersonal skills are necessary.
- • Ability to work independently and as part of a team
- • Excellent attention to detail and proven ability to learn new skills
- • Excellent organizational skills to manage multiple tasks in a timely manner and flexibility to adapt to changing workload
- • Strong organization skills and ability to keep written records
- • Able to understand written and verbal directions
- • Well-versed with social media applications such as Twitter and Instagram
- • Skilled use of Microsoft Office applications, including Word and PowerPoint, and experience with basic digital editing software for monthly report preparation, such as Canva or Mind the Graph
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