Victory Reproductive Care is seeking a highly organized, proactive, and professional Executive Personal Assistant to support a busy Reproductive Endocrinologist and Infertility Specialist in a fast-paced fertility and women’s health environment.
This role is ideal for someone who thrives in high-responsibility healthcare settings, is exceptionally detail-oriented, and can independently manage complex scheduling, physician coordination, operational projects, and executive support functions with discretion and efficiency.
The successful candidate will serve as a key liaison between the physician, healthcare professionals, regulatory bodies, and external organizations.
Key Responsibilities
Executive & Physician Support
- Manage and prioritize physician email and social media communications
- Light monitoring of email and social media after hours
- Coordinate meetings, interviews, podcasts, presentations, and speaking engagements
- Maintain and synchronize physician calendars and scheduling systems
- Prepare presentations, PowerPoints, and professional documents
- Coordinate physician schedules and appointment changes as needed
Professional Licensing & Regulatory Coordination
- Manage physician membership renewals and applications (CPSO, RCPSC, CMPA, international licensing bodies, etc.)
- Coordinate licensing applications and ongoing compliance requirements internationally
- Track CME credits and professional documentation requirements
- Assist with submissions and documentation for regulatory approvals and new clinical services
Clinical & Operational Coordination
- Liaise with physicians and external healthcare professionals to coordinate patient consults and care planning
- Support operational implementation of new fertility services and clinical initiatives
- Coordinate physician training modules and administrative requirements
- Manage clinic-related operational projects and special assignments
Administrative Oversight
- Ensure physician documentation and clinical forms are maintained and available
- Coordinate billing documentation and physician administrative records
- Maintain confidentiality and professionalism in all communications and tasks
Qualifications
- Exceptional organizational and time-management skills
- Strong written and verbal communication abilities
- Ability to manage multiple priorities with minimal supervision
- High level of discretion and professionalism
- Proficiency with Google Workspace, scheduling systems, and medical EMRs (Telus PS Suite preferred)
- Ability to adapt in a dynamic, fast-paced environment
- Experience in fertility, women’s health, medical administration, or healthcare operations strongly preferred
Preferred Attributes
- Strong problem-solving abilities
- Comfortable handling confidential and sensitive information
- Strong attention to detail and follow-through
- Professional, polished, and dependable
- Experience coordinating complex projects or physician operations is considered an asset
Why Join Victory Reproductive Care?
At Victory Reproductive Care, we are passionate about helping individuals and families grow through compassionate, innovative fertility care. This role offers the opportunity to work closely with executive leadership in a dynamic healthcare environment where your organizational strength and professionalism will have a direct impact on patient care and clinic operations.
Please note this position is M-F 7 hours per day and 5 hours per week outside of regularly scheduled shifts for required email/social media coverage.
Pay: $50,000.00-$60,000.00 per year
Benefits:
- Company events
- Dental care
- Extended health care
- On-site parking
- RRSP match
Work Location: In person
