Executive Assistant

2 weeks ago

Kitchener, Ontario, Canada Grand River Hospital Full time

Location:
Forty Green

Work Type:
Full Time

Shift:
Monday to Friday - Days (flexible hours are required)

Summary:


Reporting to the Vice President, Clinical Services & Chief Nursing Executive (CNE) and to the Vice President People, Communications & Engagement this role will provide confidential, executive administrative support including: complex calendar management and work flow activities, accurately compiling, transcribing and word-processing of correspondence, drafting documents and proposals, preparing spreadsheets, meeting packages and presentations.

Functions to support the executives will include scheduling appointments, meetings, minute taking, receiving reports and information and disseminating and distributing them.

You will work closely with the Grand River Hospital's Senior Leadership Team (SLT) and team members who support them, and be the liaison to support initiatives within each portfolio.

Extended or flexible hours for meetings is a necessity. You will provide administrative support and preparations for various committee meeting and board reports.

In this role, you will handle confidential information, constructing meeting packages that flows to the committees and the Board of Directors and assist with the achievement of project goals.

External contacts will include senior external stakeholders, executive offices within the Waterloo Wellington Hospitals, and pension plan external service providers.

As an Executive Assistant and a key member of the department, you will also provide administrative support to multiple HR Directors on various HR projects.

This role contributes to ensuring there is a safe environment for patients, staff and visitors.

Qualifications:

  • Undergraduate 3year University Degree preferred, Community College Secretarial Diploma required or equivalent combination of education and experience
  • 5 years of administrative experience, preferably in a healthcare institution supporting an executive office
  • Exemplary skills in documentation of meeting minutes/proceedings
  • Excellent calendar management skills, including the coordination of complex executive meetings
  • Exemplary planning, time management and organizational skills with a demonstrated ability to set priorities for self and in support of the operations of an executive office
  • Excellent knowledge and proficiency with Microsoft Suite (including Word, Excel, Outlook and PowerPoint)
  • Knowledge of various office equipment (including photocopier, polycom and video conference)
  • Possesses an efficient and flexible approach; prioritizes workload to meet targets with the ability to manage and adapt to changing priorities in a fast paced environment
  • Understands the critical role of executive administration in running a highperformance team and wants to make a significant impact in this function
  • Accountable and responsible; is selfdirected, able to see tasks through to completion and takes ownership of outcomes
  • Excellent written and verbal communication skills with the ability to foster good working relationships with board committee members, hospital senior leadership team and senior external stakeholders
  • Proven accuracy and attention to detail
  • Ability to use tact, discretion and maintain information in the strictest confidence
    APPLICATIONS WILL BE RECEIVED UNTIL THE POSTING IS CLOSED.
Grand River Hospital is committed to fair and equitable employment and in our recruitment and selection practices.

We strongly believe in inclusion and diversity within our organization, and welcome all applicants including, but not limited to:

racialized communities, all religions and ethnicities, persons with disabilities, LGBTQ2S+ persons, Indigenous people, and all others who may contribute to the further diversification of our Hospital community.

We are committed to providing and fostering a respectful workplace for all employees, free from violence and harassment. Grand River Hospital is a proud member of the Canadian Centre for Diversity and Inclusion (CCDI).

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