Executive Assistant to the President and CEO

1 month ago

Vaughan Ontario LJ, York region, Canada Mackenzie Health Full time

Job Description

Executive Assistant to the President and CEO - Mackenzie Health Foundation

Permanent Full-Time position

Mackenzie Health Foundation invites you to be part of an extraordinary journey. We've achieved the incredible milestone of raising $250 million – the largest campaign ever for a community hospital in Canada. However, Mackenzie Health’s mission to relentlessly improve care and create healthier communities is far from complete. As we grow, so does the demand for quality healthcare. Join us in ensuring continued investment to attract top talent, enhance program excellence, and secure cutting-edge equipment and technology to advance the future of world-leading health care in York Region.

Mackenzie Health Foundation is seeking a highly dedicated Executive Assistant to the President and CEO. This pivotal role is integral to the efficiency of the CEO's Office and the Leadership team, requiring a candidate who excels in a dynamic environment. The successful applicant will provide top-tier, confidential support, manage leadership tasks with precision, and demonstrate meticulous attention to detail. Key responsibilities include streamlining executive processes, organizing and prioritizing tasks, and fostering meaningful relationships both within the Foundation and the broader community. The ideal candidate will exhibit outstanding organizational abilities, uphold the highest level of professional discretion, and seamlessly adjust to shifting priorities. This position represents a unique chance to play a central role in the Foundation’s strategic initiatives, directly impacting the health and wellness of our community.

Contribute to the Foundation by:

  1. Representing the Office of the CEO in a professional, customer-focused manner
  2. Act as the primary point of contact for the President & CEO, managing communications and coordinating with internal and external stakeholders.
  3. Efficiently manage the CEO’s calendar, prioritize appointments, and handle scheduling conflicts with diplomacy.
  4. Arrange travel and logistics and prepare monthly expense reports.
  5. Draft and manage correspondence, ensuring timely and accurate communication
  6. Compile data and prepare reports, presentations, and documents for various meetings, committees and projects.
  7. Maintain an organized file management system.
  8. Support HR management tasks and coordinate staff meetings and special projects as needed.
  9. Provide general office administrative support, including managing office supplies, processing invoices, and assisting with governance documentation.
  10. Provides overall administrative support to the Foundation Leadership Team and is a secondary resource and backup to the Board Liaison role.

What must you have?

  1. A university degree or college diploma in office/administrative management
  2. At least 5-7 years of experience supporting senior-level executives, ideally within the healthcare or not-for-profit sectors.

What else do you bring?

  1. Demonstrated ability to maintain confidentiality, integrity, professionalism, and diplomacy at all times.
  2. Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook), Adobe Acrobat, Raisers Edge and virtual meeting platforms (Zoom, Teams), with a willingness to adopt new technologies.
  3. Excellent organizational, prioritization, and time management skills, with a keen attention to detail.
  4. Strong interpersonal skills to interact respectfully and effectively with diverse individuals.
  5. Superior verbal and written communication skills, capable of engaging effectively with directors, staff, volunteers, donors, and government officials.
  6. A commitment to fostering a safe, inclusive workplace aligned with health and safety policies and procedures.
  7. Reliability and accessibility to the CEO
  8. Demonstrated sound judgement and a passion for good governance
  9. Project management skills
  10. Proven ability to work independently as well as to perform effectively in a team-oriented environment

Alignment with the values of Mackenzie Health Foundation – Excellence, Leadership and Integrity

This position is full-time and permanent, with a flexible schedule, including some evenings and weekends. The position supports the Foundation’s mission of enhancing healthcare in York Region and offers a fulfilling work environment with growth opportunities and a culture of inclusivity and belonging.

*You may be required to work at any site of Mackenzie Health

#TT1

Mackenzie Health is an inclusive and equal opportunity employer committed to providing accommodations for applicants upon request at any stage of the recruitment process in accordance with the Accessibility for Ontarians with Disabilities Act (AODA).

FOR EXTERNAL APPLICANTS: As a condition of employment, you are required to submit proof of full COVID-19 vaccination to Mackenzie Health's Occupational Health and Safety department.

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