Executive Assistant to the Chief Executive Officer

5 days ago

London, Ontario, Canada Middlesex London Health Unit Full time
Executive Assistant to the Chief Executive Officer

355 Wellington St, London, ON N6A, Canada Req #632

Thursday, March 13, 2025

The Middlesex-London Health Unit has an exciting opportunity for a full-time Executive Assistant to the Chief Executive Officer (CEO). The Executive Assistant will provide professional and confidential executive administrative support to the CEO and will provide ad hoc administrative support to the Corporate Services Leadership Team.

KEY RESPONSIBILITIES: Under the direction of the Chief Executive Officer, the Executive Assistant will:

  • Support and advise the CEO on commitments, responsibilities, and emerging issues;
  • Serve as the primary contact for the CEO, building and maintaining relationships with community and provincial partners and triage issues as required;
  • Organize and manage the calendar of the CEO;
  • Handle and/or direct inquiries and complaints from the general public and staff in a professional and mature manner;
  • Provide administrative coordination and support for Corporate Services Leadership Team and Corporate Services Division meetings, including the development of agendas, minutes taking, and follow-up on action items and deliverables;
  • Prepare confidential legal documents and invoices for execution, ensuring proper review processes according to organizational policies and procedures;
  • Prepare for collective bargaining, including conducting research, compensation comparisons, proposal preparation, and minute-taking during negotiations;
  • Provide administrative backup support for the Executive Assistant to the Medical Officer of Health and the Executive Assistant to the Board of Health, including attending meetings, committees, or special meetings and preparing agenda packages and minutes as required;
  • Track and approve vacation and sick time for the Corporate Services Leadership Team;
  • Compose correspondence and communicate to the general public, government agencies, external partners, and various levels of the organization on behalf of the CEO;
  • Prepare briefings and presentations on various topics;
  • Support emergency response activities, including requirements to complete specific emergency management training and fulfill the expectations of the position;
  • Contribute to a positive work environment, work collaboratively with others, recognize the strengths and contributions of others, and establish positive and constructive internal and external working relationships;
  • Contribute to team and organizational capacity by sharing knowledge and expertise, orienting and mentoring students and staff, and providing operational coverage during colleagues' absences;
  • Complete ad hoc projects as assigned.

QUALIFICATIONS:

  • Successful completion of a post-secondary degree in Business Administration, Public Administration or comparable program or an equivalent combination of relevant education/experience;
  • 5 years' experience in senior administration preferably at the executive level;
  • Proven experience dealing with highly sensitive and confidential issues while exercising discretion;
  • Effective verbal and written communication skills and ability to exercise tact in relating to all levels of staff and the general public;
  • Exceptional attention to detail, organizational abilities and time management skills;
  • Able to manage multiple priorities with highly developed problem-solving skills;
  • Strong leadership, interpersonal, and collaboration skills when working with others while maintaining a level of professionalism;
  • Self-motivated with the ability to work independently with minimum supervision;
  • Exceptional proficiency in Adobe and Microsoft Office including Word, Excel, Outlook, PowerPoint, and SharePoint;
  • Willing and able to work flexible hours as required;
  • Experience in a unionized environment is preferred;
  • Working knowledge of all relevant Acts, legislation, and regulations (e.g. Employment Standards Act, Labour Relations Act, Ontario Human Rights Code, WSIB, etc.) is an asset;
  • Communication proficiency (written and verbal) in French and/or any other language is highly desirable;
  • Skills and knowledge to work with an increasingly diverse population.

The salary for this position ranges from $74,373.94 - $87,498.87 based on qualifications and experience.

DIRECTIONS TO APPLY:

To apply to this position, select "Apply Now" and submit a resume and cover letter as a single document by March 27, 2025. Please note new applicants will need to create an online account to apply via our career page here.

We thank all applicants for their interest in a career at the Middlesex-London Health Unit; however, only those candidates selected for an interview will be contacted.

The Middlesex-London Health Unit is committed to equity in employment. As an equal opportunity employer, we are committed to establishing a qualified workforce that is reflective of the diverse population we serve. We encourage applications from equity-seeking communities including Indigenous peoples, racialized people, persons with disabilities, and those who identify as 2SLGBTQIA+. Candidates are encouraged to voluntarily self-identify in their cover letter, in a transparent manner, as part of the application process. When a candidate voluntarily discloses such information in their application, the information will be kept confidential. Disclosure and/or self-identification with an equity-seeking community will not lead to advantageous treatment of a candidate who is not qualified.

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