Executive Assistant

Position Overview


Reporting to the Chief Executive Officer and Vice-President Sales, the role of Executive Assistant is to conserve executive's time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications. Maintains executive's appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel. This job also requires a high level of discretion, as s/he will be required to maintain and protect confidential information.

Overall Responsibilities


The Executive Assistant (EA) will provide high-level administrative support the CEO and the VP Sales in a demanding, fast-paced environment.

As a professional representative of these individuals s/he will be exceptional at both big and little tasks, they will personalize the experience by knowing where and when the executives need to be, they will be masterful at meeting deadlines, scheduling appointments, meetings, presentations and calls. In this position s/he will self-aware so as to balance being self-directed while taking direction, be able to prioritize and be able to facilitate communications whether email, phone calls or other methods so as to accelerate responses.

Essential Responsibilities


The following duties are not intended to serve as a comprehensive list of all duties performed by all employees in this classification. Shown are duties intended to provide a representative summary of the major duties and responsibilities. You may not be required to perform all duties listed and may be required to perform additional, position-specific duties as required.

  • Reception
    • Answer and direct phone calls when necessary
  • Schedule management
    • Assist executive team with schedules and appointment organization; includes CEO and VP Sales, VP Software Development and VP Regulatory & QA
  • Office administration
    • Office Supplies Ordering
    • Business Card Ordering
    • Shipping and Receiving of FedEx Orders, logging same
  • Communication Liaison for executives
    • Assist executives with internal and external communications where necessary
  • Assist in Preparation of reports, documents and presentations, i.e. BOD books quarterly
  • Develop and maintain filing system in conjunction with finance and contracts group
  • Data Analysis
  • Human resource assistance; constructing letters of offer, contract and associated filing. Coordinating training programs with Circle leadership, associated logistics.
  • Arrange Travel for executives when required
  • All other duties as necessary or assigned
Who We Are


Circle Cardiovascular Imaging Inc. develops and sells cardiac post-processing software that allows for the evaluation and analysis of MR and CT images. Available for clinical and research use, the stand-alone software provides full DICOM and PACS connectivity. Circle operates worldwide and its products (cvi42, cmr42, ct42, and report42) have been approved for the Canadian, American, Australian, and European markets. Circle's goal is to contribute to quality in cardiovascular imaging and research, while maximizing the achievable benefit for patients by enabling healthcare providers to accurately and effectively analyze cardiovascular images.

How To Apply


While we thank all those who apply, please note that we will only be contacting those selected for an interview. No phone calls or unsolicited agency referrals please. Only applicants who are authorized to work in Canada will be considered for this position. Email your resume and cover letter to info@circlecvi.com with the subject "Executive Assistant".

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