Executive Assistant, Ft

7 days ago

St Catharines, Ontario, Canada Niagara Health System Full time

Reporting directly to the EVP, Strategy & Communications, the incumbent will provide executive administration support, while professionally representing the organization to internal and external partners.

The Executive Assistant serves as a liaison to the different organizational leaders from NH, local and provincial government officials, hospital partners as well as Niagara Health's Board of Directors.

This role requires the incumbent to manage the calendar of EVP, Strategy & Communications; ensure agendas are included for all meetings (including the ones being organized by other parties); manage and follow up on action items; ensuring EVP, Strategy & Communications is prepped before meetings; and other executive administration supports as identified.

Working in a confidential environment that is mission-driven, results-focused, and community oriented, the incumbent will establish and manage internal and external constituent relationships while providing consultative guidance in prioritizing and managing EVP, Strategy & Communications accountabilities.


DUTIES AND RESPONSIBILITIES:

Administrative Support to Executive Level:

  • This role will also act as a secretariat to the Enterprise Management Committee and will require the creation of agendas (and approval by cochairs); precirculation of materials; documentation of minutes; and follow up on action items
  • Strategic Plan execution support to Strategy & Communications team which can include project and Board reporting, engagement activities and Senior Leadership and NH Committee(s) updates
  • Manage and maintain SharePoint site pertaining to the Strategy & Communications team
  • Monitoring of Legislature activities impacting NH interests
  • Creation and distribution of Government relations newsletters, PowerPoint presentations and general communications to internal and external stakeholders
  • Provides senior administrative support by preparing materials and relevant updates for the EVP, Strategy & Communications on outstanding action items and projects.
  • Manages the calendar of EVP, Strategy & Communications in a manner that ensures appropriate prep; results oriented meetings; and appropriate follow ups
  • Maintains confidentiality at all times to preserve the integrity of NH
  • During an absence of the EVP, Strategy & Communications, uses initiative and judgement to see that matters requiring attention are referred to delegated authority and appropriately handled in a timely manner
  • Supports the development and distribution of correspondence to NH staff and other parties.
  • Ensures accuracy, completeness and appropriateness of all materials
  • Prepares and distributes materials in advance for meetings to ensure attendees are well prepared to make decisions and take action, as needed
  • Provides senior level administrative support, as needed, and attends and records minutes of meetings.

QUALIFICATIONS:

  • Completion of a Community College diploma specializing in Office Administration or equivalent.
  • A minimum of three years administrative experience in an executive level administrative role including acting as the point of contact for board committees; or an equivalent combination of education, training and experience.
  • Demonstrated proficiency in minutetaking, transcription and tracking action plans and deliverables.
  • Assistance with special event management, preparation of reports and presentations.
  • Comfortable dealing with the community stakeholders, the public and able to triage complaints.
  • Above average written and verbal communication skills.
  • Strong team player and proven track record in building and maintaining crossteam relationships.
  • Extensive analytical and problem solving experience.
  • Expertise in implementing new processes and/or procedures.
  • Experience in problem solving, project leadership, and analytics preferred.
  • Advanced computer skills and ability to work comfortably with spreadsheets, presentations, diagramming and word processing software (e.g. Excel, PowerPoint, Visio and Word).
  • Work experience in a unionized Hospital setting an asset.
  • Demonstrated ability to handle a large and diversified workload with rapidly changing priorities and challenging deadlines.
  • Demonstrated commitment to continuing education.
  • Demonstrated ability to employ problemsolving skills to remove obstacles and attain goals.
  • Evidence of effective organizational, interpersonal, communication, judgment, decisionmaking, and conflictresolution skills.
  • Ability to work effectively within a multidisciplinary team.
  • Flexible, selfdirected and able to work effectively with mínimal supervision.
  • Consistent and regular attendance required.
  • Proficiency in both official languages (English and French) will be considered an asset.
  • Vaccines (COVID19 and others) are a new hire requirement of the job unless you have an exemption based on medical or on a ground pursuant to the Ontario Human Rights Code

Recruitment Specialist:
Breanna Addabb

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