Executive Assistant
3 weeks ago
**Posted Date**:
***
- 4/12/2023**Closing Date**:
***
- 4/26/2023**Functional Discipline**:
***
- AdministrationJob Posting #:203971
- Position Available: Executive Assistant
- Department: Medical Affairs
- Union: Non-Union
- Status: Regular Full Time
- Shifts: Days
- Rate of Pay: $30.40-$38.00/hr
- ABOUT JOSEPH BRANT HOSPITAL:
- Joseph Brant Hospital (JBH) is a full-service community teaching hospital located in the growing and thriving community of Burlington, Ontario, serving more than 185,000 residents in Halton, Hamilton, Waterdown, Flamborough, Milton and Stoney Creek. It is honoured to be recognized as one of Hamilton Niagara's Top Employers for eight (8) consecutive years, with a skilled staff of 194 physicians, 1,911 full
- and part-time staff and more than 700 volunteers.
- JBH is a Clinical Education site in conjunction with McMaster University, and designated as an Academic Community Teaching Hospital. Its expanded campus includes the state-of-art Michael Lee-Chin & Family Patient Tower, featuring a new Emergency Department, 172 acute inpatient beds, 9 new Operating Rooms and post-anaesthetic care unit to support expanded medical, surgical and outpatient services. JBH is also a partner member of the Burlington Ontario Health Team.- The Executive Assistant, Medical Affairs is a key member of the Medical Affairs team, with a focus on being the point person for internal and external clients, providing executive level administrative support to the Department Chiefs, the Medical Affairs Administrator and the Chief of Staff, liaising with and supporting the Joseph Brant Hospital (JBH) privileged professional medical staff on a day to day basis and ensuring the smooth operation of the Medical Affairs portfolio.
- As the role must provide exceptional customer service to all client contacts, in a fast-paced intensive workload environment, it requires an individual who is customer focused, high-achieving, proactive and self-motivated. An individual, who displays considerable judgment and independence, in combination with excellent decision making capabilities and organizational skills to coordinate complex administrative services, while utilizing their strong interpersonal and communication skills.
- RESPONSIBILITIES:
- " Serves as the initial contact within the organization for both internal and external clients, in matters related to the professional medical staff and provides the appropriate responses to queries and issues, escalating and redirecting as appropriate
- " Engages on a day-to-day basis with all of the professional medical staff (and their offices) and acts as their lead liaison within the hospital for all non-clinically related questions and/or issues
- " Supports the day to day efficient functioning of the Chief of Staff by ensuring that calendars, schedules, correspondence and associated paperwork related to the Chief of Staff are managed effectively-
- " Provides administrative support to JBH's Simulation Program, including equipment booking, equipment inventory and maintaining forms, policies and documents for the program- " Uses effective communication skills to receive (or prepare if needed) a variety of communications and disseminates the information to the professional medical staff
- " Is an information conduit to receive and share sensitive and/or confidential information
- " Develops and drafts agendas, presentations, supporting materials, briefing notes, invoices, requisition forms, correspondence and other materials as required
- " Maintains databases, manages a variety of calendar activities, makes meeting and event arrangements (including room set-up requirements)
- " Analyzes and reconciles data, records and maintains policy and procedure manuals
- " Coordinates device management as required, including, but not limited to mobile devices and computers
- " Provides overall administrative support to the Medical Affairs department and portfolio
- " Coordination of and participation in special initiatives
- QUALIFICATIONS:
- " Graduate of a community college program in Office or Business Administration or equivalent experience at an executive support level; previous experience within a health care environment (i.e. hospital, Ministry of Health, etc.), would be an asset
- " Minimum 5 years in a high level senior administrative role
- " Advanced technical skills in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Visio)
- " Advanced skills in business writing and oral communication with high accuracy and attention to detail, as exceptional customer service is the goal for all internal and external contacts
- " Excellent interpersonal skills for a client focused environment, combined with the ability to work effectively as a member of a dynamic team and to successfully collaborate and work with a variety of clients and diverse groups
- " Demonstrated customer focused approach and ability to handle requests in a professional, diplomatic and tactful manner
- " Self-direct
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