Contract Medical Office jobs in Etobicoke, ON

About Canaray

Canaray provides advanced dental imaging services to dentists and patients across Ontario. We have grown by maintaining a strong focus on quality, accuracy, and doing the right thing for our patients.

We are looking for an Executive Assistant & Operations Coordinator who is highly organized, dependable, and comfortable working in a role where priorities can change quickly. This position is well-suited to someone who enjoys keeping people, information, and projects organized and making sure important details do not get missed.

About the Role

This position provides administrative and operational support to Canaray’s leadership team. You will coordinate schedules, communications, meetings, projects, and follow-up across a wide range of responsibilities.

You will also help ensure that information moves clearly among leaders, departments, and clinic locations, and that outstanding tasks continue to progress toward completion.

The successful candidate will be detail-oriented, comfortable with technology, and able to manage multiple priorities with discretion and sound judgment.

What You’ll Do

• Coordinate calendars, meetings, and scheduling for members of the leadership team
• Manage leadership correspondence, including emails, calls, reports, and internal communications
• Prepare meeting agendas, take notes, document decisions, and track action items
• Monitor deadlines, outstanding tasks, and the progress of assigned projects
• Follow up with team members and external contacts to help keep commitments and projects on schedule
• Act as a liaison between the leadership team, employees, vendors, clients, partners, and other external parties
• Maintain organized physical and digital records, including reports, meeting notes, contracts, policies, and company documents
• Conduct research and prepare concise reports, summaries, and presentations
• Coordinate conferences, team events, external meetings, and related travel or logistics
• Assist with drafting and updating company policies and internal procedures in collaboration with leadership and department leads
• Coordinate communications and working relationships with subcontractors, suppliers, landlords, and regulatory organizations
• Review administrative records, reports, and invoices for completeness and accuracy
• Communicate project updates and operational priorities across departments and clinic locations
• Manage and respond to Google reviews
• Maintain and update Canaray’s Google Business Profiles
• Provide additional administrative and operational support as organizational priorities change

What You Bring

• Relevant post-secondary education in business administration, project management, or a related field, or an equivalent combination of education and experience
• At least three years of experience supporting senior leaders, coordinating projects, or assisting with business operations
• Excellent organizational skills and close attention to detail
• Strong written and verbal communication skills
• Experience conducting research, analyzing information, and preparing concise reports
• Advanced proficiency with Google Workspace, including Gmail, Calendar, Docs, Sheets, Tasks, and Meet
• Proficiency with Microsoft Office and Slack
• Ability to coordinate across multiple schedules, departments, locations, and software platforms
• Strong time-management skills and the ability to adjust priorities when circumstances change
• Sound judgment, discretion, and professionalism when handling confidential information
• Ability to remain organized and composed in a busy work environment
• A valid driver’s license and access to a vehicle
• A positive and proactive approach to problem-solving and collaboration

Nice to Have

• Experience in healthcare, professional services, or a multi-site organization
• Experience with event coordination, policy development, vendor management, or basic budgeting
• Familiarity with Google Business Profiles, online reviews, or social media management

Work Details

• This is a hybrid position requiring regular attendance at Canaray’s Toronto office based on operational needs
• Occasional travel to other clinic locations, meetings, or external events may be required
• This posting is for an existing vacancy

Compensation and Benefits

• Annual salary of $75,000–$90,000, based on relevant experience and qualifications
• Comprehensive benefits package
• Hybrid work flexibility
• Opportunities to contribute to projects across multiple areas of the organization

How to Apply

Please submit your résumé and a brief cover letter describing your relevant experience, interest in the position, and availability for hybrid work at our Toronto office.

We thank all applicants for their interest. Only candidates selected for an interview will be contacted.

Pay: $75,000.00-$90,000.00 per year

Benefits:

• Dental care
• Extended health care
• Vision care

Education:

• Bachelor's Degree (preferred)

Experience:

• Administrative: 3 years (required)

Work Location: Hybrid remote in Toronto, ON