Executive Assistant

3 months ago

Midland, Canada Georgian Bay General Hospital Full time

**EXECUTIVE ASSISTANT - ADMINISTRATION**
**Permanent Full Time**

**JOIN US IN MAKING EXCELLENT CARE PERSONAL**
At Georgian Bay General Hospital (GBGH), our commitment to excellence sets us apart. We believe in making excellent care personal, and we're on a relentless journey to enhance the well-being of both our staff and patients. Are you ready to contribute to a healthcare legacy that makes a difference? We are on the lookout for individuals driven by purpose, eager to make a substantial impact on the lives of our patients, their families, and our dedicated staff.

**THE OPPORTUNITY**
As the **Executive Assistant** you will provide confidential administrative support to members of GBGH’s Executive Team, primarily supporting the Vice President, Clinical Services & Chief Nursing Executive, as well as the Vice President of Performance, Support Services & Chief Financial Officer. Collaborating with other EAs supporting the Executive Team, you will interact extensively with Board Members, community members, health care partners, management, employees, volunteers, and credentialed professional staff members.

**KEY ACCOUNTABILITIES & RESPONSIBILITIES**
- Provide high-level administrative support by managing confidential information, resolving day-to-day administrative and operational issues, and maintaining strict confidentiality on all matters.
- Strategically manage the complex calendar of the VPs, including coordinating and scheduling meetings, resolving conflicts, preparing briefing materials, and ensuring catering and other arrangements are in place.
- Prepare and organize all materials for various meetings, including notices, agendas, reports, and minutes, while taking accurate minutes and following up on committee recommendations.
- Schedule and coordinate travel arrangements, including conferences and hotel accommodations, based on the VPs' itineraries and requirements.
- Maintain a thorough understanding of hospital policies, procedures, and protocols to prioritize and manage events and meetings effectively.
- Assist with special projects as needed, including report preparation and project coordination, ensuring timely and efficient completion.
- Collaborate with the Executive Assistant team and other staff to ensure consistency and efficiency in administrative processes and provide support for senior team members when required.
- Provide ongoing support to track and manage deliverables, ensuring that deadlines are met, and work plans are adhered to. This includes monitoring progress, setting reminders, and proactively addressing any potential delays.

Job Requirements:
**QUALIFICATIONS & EXPERIENCE**
- College diploma in Office Administration, Business, or a related field required.
- Minimum of five years of administrative experience, preferably in healthcare.
- Advanced proficiency in Adobe Acrobat, Microsoft Office Suite (Word, Excel, PowerPoint), Outlook, MS Teams, and SharePoint.
- Expertise in drafting correspondence, preparing briefing materials, managing complex calendars, and organizing special events.
- Strong interpersonal skills with the ability to interact with a diverse range of individuals with tact, discretion, and sensitivity to the healthcare environment.
- Exceptional communication skills, with the ability to be clear, concise, and professional when interacting with internal and external stakeholders.
- Demonstrated organizational skills, including planning, time management, and multitasking, with a meticulous approach to detail.
- Excellent decision-making, critical thinking, and problem-solving abilities to handle unexpected challenges.
- Ability to thrive in a high-pressure, fast-paced environment while maintaining professionalism.
- Consistent punctuality and strong commitment to efficiency and effectiveness.
- Effective team collaboration skills and commitment to GBGH Values and Purpose Statement.
- Commitment to promoting Diversity, Equity, Inclusion, and Belonging in the workplace, fostering an environment where all employees feel valued and respected.
- French communication skills (verbal and written) are an asset in our partially designated French-speaking hospital.

**HEALTH, SAFETY & WELLNESS**

Join us in a culture where your well-being is a top priority. Health and safety are of utmost importance at GBGH. We're dedicated to providing a safe workplace and encourage active participation from all team members.

Hours of work are Monday through Friday 0800 to 1600hrs. At GBGH, we prioritize work-life balance, valuing our employees' well-being. Where possible can provide flexibility in working hours to accommodate a variety of schedules and support individual life commitments.

**BENEFITS & PERKS**

When you choose to be a part of GBGH, you're choosing a workplace that prioritizes your growth and well-being. We invest in your professional development, fostering an environment that values continuous learning and growth, ensuring your career thrives.
- Hourly rate of pay $3

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