Executive Assistant & Front Office Coordinator

Job Purpose

Reprobiogen is a reproductive genetics company dedicated to advancing precision reproductive medicine through sophisticated genetic testing and exceptional clinical service.

The Executive Assistant & Front Office Coordinator provides administrative, executive, and front-office support to facilitate the efficient day-to-day operations of Reprobiogen's Toronto office.

The position serves as a central point of coordination for internal administrative activities and external communications, including interactions with physicians, clinics, patients, business partners, and visitors. The role requires exceptional organizational skills, sound judgment, professionalism, discretion, and attention to detail.

Duties and Responsibilities

Front Office and Communication

• Represent Reprobiogen professionally and maintain a welcoming front-office environment.
• Welcome physicians, patients, clients, business partners, and visitors courteously and professionally.
• Manage incoming telephone calls, emails, correspondence, and general inquiries.
• Prioritize, document, direct, and follow up on inquiries to ensure timely resolution.

Executive and Administrative Support

• Coordinate calendars, meetings, appointments, conference calls, and internal schedules.
• Provide administrative support to management and other members of the organization.
• Prepare and format correspondence, presentations, reports, spreadsheets, and other business documents.
• Maintain accurate and organized electronic and physical records.
• Assist with client onboarding and related administrative documentation.
• Monitor outstanding administrative tasks and ensure timely follow-up.

Office Operations and Coordination

• Coordinate couriers, incoming and outgoing shipments, deliveries, and related documentation.
• Liaise with clinics, physicians' offices, laboratories, suppliers, vendors, and external partners.
• Maintain office organization, supplies, and day-to-day administrative operations.
• Assist with conferences, meetings, corporate events, and other company initiatives.
• Identify administrative issues and support the implementation of practical solutions.
• Manage competing priorities while maintaining accuracy, efficiency, and professionalism.
• Handle confidential and sensitive information with appropriate discretion.

Qualifications and Skills

The ideal candidate will demonstrate:

• Exceptional organizational, multitasking, and time-management skills.
• Excellent verbal and written communication skills and a polished, professional demeanour.
• Strong interpersonal skills and the ability to interact effectively with healthcare professionals, patients, executives, and external business partners.
• Sound judgment, problem-solving abilities, and outstanding attention to detail.
• Initiative, accountability, and the ability to anticipate needs and follow through on responsibilities.
• The ability to prioritize tasks and work effectively in a fast-paced environment.
• Discretion when handling confidential and sensitive information.
• Strong technological aptitude and a collaborative, solution-oriented approach.

Education and Experience

• College diploma or an equivalent combination of education and relevant professional experience.
• Excellent written and spoken English.
• Proficiency in Microsoft Outlook, Word, Excel, and PowerPoint.
• Previous experience in an administrative, executive-assistant, medical-office, laboratory, healthcare, biotechnology, or professional-services environment is preferred.
• Experience working with physicians, healthcare organizations, or scientific organizations is an asset.

Role Expectations and Growth

The successful candidate will be a proactive, dependable, and trusted member of the Reprobiogen team, taking ownership of responsibilities and contributing to efficient, professional office operations. The role offers opportunities for professional growth and increasing responsibility as the organization expands.

Ability to commute/relocate:

• Toronto, ON M5G 1N8: reliably commute or plan to relocate before starting work (required)

Application question(s):

• How many years of experience do you have in front-desk coordination, executive assistance, or administrative support

Work Location: In person