Executive Assistant to CEO

**Vacancy**:Temporary Full time Executive Assistant to the Chief Executive Officer
**Reference Number**:#24-185 T-FT EA EXEC

**Winchester District Memorial Hospital (WDMH) **is a rural teaching hospital with an award-winning reputation for compassionate excellence. WDMH is innovative, both in its use of resources and through strong partnerships. We focus on primary and secondary acute care, complex continuing care, emergency medicine, obstetrics, surgery, dialysis, systemic therapy, and a broad range of outpatient services - with robust teaching and research programs. We know that exceptional care involves more than good medicine. We are one team, focused on high quality throughout the organization. Our achievements have been recognized regionally, provincially, and nationally.

**WDMH is seeking a Temporary, Full-time Executive Assistant to the CEO**

The Executive Assistant to the CEO contributes to the effective operation of WDMH’s administration through the provision of executive level administrative and organizational support to the CEO, Senior Management Team, Board Chair, Board of Directors, and Board Committees. The Executive Assistant to the CEO supports the Board of Directors of Winchester District Memorial Hospital and the Board of Directors of Dundas Manor Long Term Care Home.

The position is responsible for all administrative services and assistance requiring significant independent judgment and discretion. Additionally, this position manages a variety of internal and external educational and consultation events involving multiple stakeholders.
- Minimum of 5 years of progressive administrative experience with increasing responsibility
- Proficiency with Microsoft Office Suite
- Strong organizational, multi-tasking, prioritization and time management skills
- Ability to meet deadlines while maintaining a high level of attention to detail and accuracy
- Ability to maintain confidentiality and use good judgement and discretion when working with a variety of sensitive issues or highly confidential information
- Self-directed and ability to work both independently and within a team environment
- Flexibility to work extended hours when required
- Strong communication and interpersonal skills are essential
- Strong customer service orientation
- Additional qualifications for this position are located below._

**ROLES AND RESPONSIBILITIES**

**PATIENT SAFETY**

Every employee's responsibility is to ensure that the hospital's patient safety goal continues to be the centrepiece of our quality and risk management program and that every patient is treated within a safe environment. To ensure compliance with this goal, each employee must:

- Find, report, and prevent incidents/near misses or adverse effects
- Communicate/report areas of concern immediately to your Manager
- Complete a Near Miss Form or Incident Report to communicate or report incidents or near misses

**SUMMARY OF POSITION**:
Reporting directly to the Chief Executive Officer (CEO), the Executive Assistant is responsible for all administrative services and assistance requiring significant latitude of independent judgment and discretion. The Executive Assistant manages a variety of internal and external educational and consultation events involving multiple stakeholders. The Executive Assistant will leverage WDMH’s new technology and management systems to support the CEO and the Board of Directors.

**NATURE AND SCOPE OF WORK**
- Maintain continuous personal awareness of all activities falling under the responsibility of the CEO in order to interpret and direct for disposition, inquiries and directives from the members of the Board of Trustees, the R.I., the Foundation, Senior Management, Medical Staff, Ministry, LHIN and the public by providing assistance and required information verbally and/or in writing.
- Format reports and correspondence electronically; prepare spreadsheets; prepare meeting agendas; take accurate minutes of meetings, prepare final product for review and distribution. Transcribe tapes as required.
- Prepare the agenda and documentation, and take the minutes at various Executive level meetings
- Photocopy, collate, fax and distribute documents. Proofread documents for grammar and spelling
- Arrange meetings or appointments, schedule use of board and conference rooms, make arrangements for meetings such as arranging or confirming attendance, preparing agendas and material and co-ordinating catering
- Manage the CEO agenda by maintaining an up-to-date calendar of upcoming events and priorities and coordinating meetings as required.
- Liaise with senior staff, Trustees, Chief of Staff, Medical staff and coordinate retrieval of internal responses for matters requiring a reply
- Control telephone communications by determining the urgency of calls, inquiries and requests for meetings. Redirects and/or tactfully handles complaints and sensitive issues. Arrange meetings, maintain schedule of the CEO’s appointments and it