Executive Assistant

6 months ago

Whitby, Canada Ontario Shores Centre for MHS Full time

**DUTIES & RESPONSIBILITIES**
- The incumbent is responsible for assisting and supporting the Vice President of Communications and Patient Experience and the Portfolio by:

- Provide executive administrative assistance to support the day-to-day activities of the Vice President of Communications and Patient Experience which frequently involves dealing with confidential and sensitive matters such as: preparing various reports, presentations and background briefing notes for SMT and directors.
- Oversee the Vice President of Communications and Patient Experience’s Outlook calendar of appointments and coordinating appointment schedules and making arrangements for travel, accommodation, meetings, conferences and luncheons.
- Participate in the ongoing advancement of the organization by active involvement in hospital and community strategic planning and implementation committees.
- Assist with the development, coordination, organization, communication and promotion of special events.
- Create and maintain the digital/physical filing system in accordance with Ontario Shores’ records retention policy and maintaining the electronic filing system.
- Perform a variety of administrative tasks for the portfolio such as; preparing and submitting portfolio related reports, preparing invoices, preparing payroll, creating purchase and inventory requisitions, updating manuals and mailing lists, ordering and maintaining supplies, keeping inventory and assets control, preparing statistical reports and travel expenses and tracking hospital-wide training for the portfolio.
- Provide word processing services and preparing a variety of correspondence (letters, contracts, memoranda, reports, charts, minutes, memos, agendas, calendars, flyers, PowerPoints etc.) and proofreading materials to ensure the accuracy of grammar, spelling and punctuation.
- Provide administrative support for projects including annual corporate action plans, working with leaders and teams to provide monthly project updates, assist with deliverables and ensure processes are in place to meet goals and timelines
- Monitor program activities, relaying messages, redirecting calls as required and managing unforeseen changes and/or acting on own judgement in the absence of departmental contacts. Distribute information to internal and external parties as required.
- Coordinate meeting schedules, meetings and meeting rooms and preparing and distributing agendas and minutes.

**QUALIFICATIONS**
- 3-5 years recent experience in a professional environment.
- Post-Secondary Education in Business Administration and/or Office Administration.
- Communications, public relations or a related field is strongly preferred.
- Good judgment and decision-making ability in working with sensitive and confidential material.
- Ability to prioritize and organize own workload and to work independently.
- Ability to work early morning/evening/weekend conferences and functions such as family council, special event meetings, recruitment activities and hospital events.
- Proficiency and flexibility in use of computers and related software packages (Microsoft Office Suite: Word, Excel, PowerPoint, Access, Outlook); social media and strong keyboarding skills.
- Ability to perform physical demands of the position and maintain good attendance.

**QUALIFICATIONS PREFERRED**
- Experience in a mental health or hospital environment.

**KNOWLEDGE**
- Job requires firm knowledge of administrative best practices and proven success planning, organizing and assisting with events.
- Job requires knowledge at Intermediate to advance Microsoft Office Suite computer skills and internet.
- Job requires knowledge of grammar, punctuation and spelling.
- Job requires knowledge of office equipment.

**SKILLS**
- Superior organizational and planning skills
- Event planning
- Social media and digital media
- Technical skills (Microsoft Office products, Meditech, EMS, CRM)
- Excellent verbal and written communications skills
- Strong interpersonal skills with the ability to establish solid working relationships with key external and internal stakeholders and colleagues
- Ability to work well in a fast-paced team environment and remain calm
- Strong organizational skills
- Self-motivated and success-driven
- Positive ambassador of Ontario Shores

**ACCOUNTABILITY**
- Maintains compliance with Freedom of Information and Protection of Privacy Act, the Occupational Health and Safety Act.
- Accountable for understanding the Confidentiality and Privacy can Code of Conduct for Ontario Shores.
- Accountable to maintain attendance to satisfactorily perform the job.
- Ability to work independently with mínimal direction.
- Job requires determining what information is confidential and whether or not is should be divulges when responding to inquiries.
- Follows procedures and guidelines for Ontario Shores

**WORKING ENVIRONMENT**
- Office Environment
- Requires intense concentration.
- Long periods of sitting
- May require

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