Executive Assistant

by Pulse Infoframe

Position Type: Full-time
Location: London, ON
Date Posted: May 04, 2024
Pulse Infoframe

Job Description

Executive Assistant

Pulse Infoframe is a global health technology company focused on cancer and rare/orphan diseases. We believe that medical advances are made when data is shared across boundaries, and we are leaders in Real World Data / Evidence. Our customers include leading global pharmaceutical and biotechnology companies, academic medical centers, and patient advocacy organizations.  The Pulse culture is fueled by a dedicated team of research scientists, data engineers, and product managers committed to making a difference.


Position Summary

Pulse is seeking an experienced Executive Assistant (EA). The ideal candidate for this role is passionate, highly organized, exceptional interpersonal skills, ability to work in a fast-paced environment and flexible in their approach.

Key Responsibilities

Calendar Management:

  • Maintain the CEO’s calendar by scheduling appointments, meetings, and events, considering priorities and deadlines.
  • Coordinate travel arrangements and accommodations, ensuring seamless itineraries. International and domestic travel.

Communication Liaison:

  • Act as the primary point of contact for internal and external stakeholders seeking access to the CEO’s time and attention.
  • Handle incoming emails, calls, and correspondence, responding or redirecting as appropriate.

Meeting Coordination:

  • Prepare agendas, presentations, and necessary materials for meetings, both internal and external.
  • Record minutes, action items, and follow-up tasks during meetings, ensuring timely execution.

Confidentiality and Discretion:

  • Handle sensitive and confidential information with utmost professionalism and discretion.

Document Management:

  • Organize and maintain electronic and physical files, ensuring easy retrieval and archival of documents.

Project Support:

  • Assist the CEO in managing special projects by conducting research, preparing reports, and coordinating team efforts.

Relationship Building:

  • Cultivate positive relationships with internal teams, external partners, and clients on behalf of the CEO.

Travel and Event Coordination:

  • Coordinate logistics for business trips, conferences, and events, managing arrangements and logistics.

Expense Management:

  • Monitor and reconcile expenses, ensuring accuracy and adherence to budget guidelines.

Task Prioritization:

  • Evaluate and prioritize incoming requests and tasks, managing time effectively to ensure critical deadlines are met.
  • Continuous Improvement:
  • Identify opportunities for process improvements and implement best practices to enhance efficiency.



  • College or bachelor’s degree in business administration, Communications, or a related field is considered an asset.
  • 3 years of experience as an Executive Assistant, preferably supporting C-level executives.
  • Excellent verbal and written communication skills, with a keen eye for detail.
  • Proficiency in all Microsoft systems.
  • Specialized computer skills including the ability to use various applications such as database, spreadsheets, report writing, project management, graphics presentation creating/editing, and scheduling software.
  • Exceptional organizational skills and the ability to multitask in a fast-paced environment.
  • Strong interpersonal skills and the ability to interact professionally with individuals at all levels.
  • Demonstrated ability to maintain confidentiality and exercise discretion.
  • Positive attitude, proactive approach, and willingness to take initiative.


What We Offer:

  • Engaging and supportive team dynamic
  • Comprehensive onboarding, interactive training with well-defined work processes and workflows
  • Benefits package – health, dental and vision
  • Free on-site parking
  • Beautiful office & location
  • On-site kitchen


Pulse Infoframe values diversity. We’re proud to be an equal opportunity employer and welcomes applicants from diverse backgrounds. If a job applicant requires an accommodation during the application or selection process, we will work with the applicant to meet the accommodation needs.

To apply, please send your resume to careers@pulseinfoframe.com.