Executive Assistant

2 weeks 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

  • Account Executive-sales and Business Development

    4 weeks ago

    Whitby, Canada Angstrom Communications Full time

    **Position Type**: Full-Time/Regular **Job Description**: Angstrom Communications Inc. is a solutions and service provider of telecommunications products and systems for Broadcast Television, Cable Television, IPTV, Telco, Educational and Government Agencies and Hospitality markets. We continually develop cost effective solutions that result in revenue...

  • Account Executive-sales and Business Development

    7 days ago

    Whitby, Canada Angstrom Communications Full time

    **Position Type**: Full-Time/Regular **Job Description**: Angstrom Communications Inc. is a solutions and service provider of telecommunications products and systems for Broadcast Television, Cable Television, IPTV, Telco, Educational and Government Agencies and Hospitality markets. We continually develop cost effective solutions that result in revenue...

  • Administrative Assistant

    4 weeks ago

    Whitby, Canada Durham College Full time

    **About Durham College**: Durham College (DC) is leading the way as a post-secondary institution, offering an innovative and transformative student experience and hands-on learning opportunities. With this focus top of mind for our students and our employees, DC is proud to be one of the fastest-growing colleges in the province and annually ranked as one of...

  • Accounting Assistant

    4 weeks ago

    Whitby, Canada Deighton Associates Ltd Full time

    **Introduction** While being one of the companies leading the way in the development and implementation of asset management software worldwide, Deighton also provides career diversity in combination with challenging growth opportunities. Our core values include people first, collaborative, and respectful corporate culture, customer commitment, partnering...

  • Research Assistant- Research

    4 weeks ago

    Whitby, Canada Ontario Shores Centre for MHS Full time

    **JOB DESCRIPTION**: - research involving older adults with and without dementia (e.g., patients diagnosed with Alzheimer’s disease experiencing agitation, depression, or cognitive difficulties) - brain stimulation/neuromodulation techniques (e.g., transcranial magnetic stimulation, ketamine therapy) for patients with treatment resistant depression and...

  • Assistant Manager

    7 days ago

    Whitby, Canada Golf Town Operating Limited Partnership Full time

    **Our grass is greener...** It’s no secret that our people love golf. What you may not know is that Golf Town is a place where golf enthusiasts can put their love of the game to use, building and sharing their knowledge of the latest industry trends. We work together in a highly professional environment, spreading passion for the game through our Green...

  • Prep Cook-full Time

    5 days ago

    Whitby, Canada The Court At Brooklin Full time

    Principle Duties and Responsibilities: - Provide a high level of customer service and promote a restaurant style dining atmosphere. - Work closely with the Director of Culinary Services and/or Executive Director to keep residents satisfied with food and dining programs. - Assist with the preparation and execution of the Art of Atria Dining enhancement...

  • Assistant Front Store Manager Lg Frmt

    5 days ago

    Whitby, Canada Shoppers Drug Mart Pharmaprix Full time

    **Location**: 3100 Garden Street, Unit 1, Whitby, Ontario, L1R 2G8 Join a locally owned and operated store to help deliver health, beauty and convenience services in your community, and keep the customer at the centre of everything you do. **Why this role is important?** **SUMMARY**: To assist the Front Store Manager (FSM) in managing the human, physical...

  • Part Time Prep Cok

    4 weeks ago

    Whitby, Canada The Court At Brooklin Full time

    Principle Duties and Responsibilities: - Provide a high level of customer service and promote a restaurant style dining atmosphere. - Work closely with the Director of Culinary Services and/or Executive Director to keep residents satisfied with food and dining programs. - Assist with the preparation and execution of the Art of Atria Dining enhancement...

  • Lims Project Assistant

    1 month ago

    Whitby, Canada Thermo Fisher Scientific Full time

    **12-Month Co-op Opportunity for an ELIGIBLE student in a Co-op program (must maintain Co-op eligibility until the end of the Co-op work assignment)** **Summary**: Responsible for supporting the implementation and deployment of the Laboratory Information Management System (LIMS) at the site, to ensure that project timelines are met regarding project...

  • Assistant Manager, Custodial Services

    7 days ago

    Whitby, Canada Day Communications for Durham District School Board Full time

    **Job Code**: 3469172 **Closing Date**: Apr 21, 2023 4:30 PM EDT **Employer**: **Durham District School Board** **Posted on**: Apr 14, 2023 **Job Type**: Full Time **Job Category**: Management & Professionals **Open To**: Management & Professionals ECE, EA and Support Staff **Openings**: 1 - **Mandatory Document**: - Resume Cover Letter -...

  • Part Time Customer Experience Manager

    3 weeks ago

    Whitby, Canada Michaels of Canada, ULC. Full time

    Store - TOR-WHITBY, ON Deliver a customer centric shopping experience by managing and delivering effective front-end operations and expectations. Lead the omnichannel processes. Maintain store recovery standards to deliver our Brand Promises. Deliver friendly customer service. Assist Store Manager in leading and managing adherence to Standard Operating...

  • Capital Asset Analyst

    2 days ago

    Whitby, Canada Elexicon Energy Inc. Full time

    Elexicon Energy is the fourth-largest municipally owned electricity distributor in Ontario. Our mission is to provide our customers with reliable, affordable energy services and to continuously improve to meet their needs, while ensuring the needs of our shareholders are met through sustainable growth. WHY JOIN OUR TEAM? At Elexicon Energy we believe in...

  • Scotiamcleod Branch Operations Assistant

    7 days ago

    Whitby, Canada Scotiabank Full time

    Requisition ID: 165912 As a cornerstone business within Scotia Wealth Management®, ScotiaMcLeod has earned a reputation for integrity based on service excellence and trusted investment advice. Our advisors and teams pride themselves on exploring innovative approaches to protecting and growing their clients' assets. When you join ScotiaMcLeod, you’ll be...

  • Administrative Coordinator

    1 month ago

    Whitby, Canada Durham College Full time

    **DUTIES AND RESPONSIBILITIES**: This position provides assistance to the Executive Dean, Dean, Associate Deans, and Office Manager in implementation of operational and strategic initiatives. Provides an extensive variety of administrative support to faculty, support staff, Executive Dean, Dean, Associate Deans, and Office Manage in the school. Responsible...

  • Product Manager

    5 days ago

    Whitby, Canada Avery Products (Canada), a division of CCL Industries Inc Full time

    Located in Whitby, Ontario, we’re a well-known brand (Labels, Cards & Crafting items, Binders, Index Dividers, Sheet Protectors, Hi-Liters & Markers) selling both Consumer Packaged goods & Direct-to-Consumer custom printing with the need for superior personnel to help bring their expertise to our growing organization. With a customer-centric focus, we’re...

  • Inside Sales Representative

    1 month ago

    Whitby, Canada Custom Fire & Sprinkler Services Ltd. Full time

    _Custom Fire & Sprinkler Services was born from the vision that a transparent, honest approach was needed in the fire protection services industry._ - Our team builds value and relationships through forming custom approaches for our client’s individual needs and in executing on those approaches through experience, pro-activity and a conscious recognition...

  • Operations and Quality Coordinator

    1 month ago

    Whitby, Canada Lifemark Health Group Full time

    **Operations and Quality Coordinator - Community Advantage Rehabilitation - Lifemark Health Group** **Status**:Permanent part time (24 hours/week) **Location**: Whitby, ON. Hybrid role with occasional requirement to attend meetings at our Whitby office, or special events within the Durham Region Community Advantage Rehabilitation (CAR), a division of...

  • Administrative Coordinator

    2 weeks ago

    Whitby, Canada Durham College Full time

    About Durham College: Durham College (DC) is leading the way as a post-secondary institution, offering an innovative and transformative student experience and hands-on learning opportunities. With this focus top of mind for our students and our employees, DC is proud to be one of the fastest-growing colleges in the province and annually ranked as one of the...

  • Administrative Coordinator

    1 week ago

    Whitby, Canada Durham College Full time

    About Durham College: Durham College (DC) is leading the way as a post-secondary institution, offering an innovative and transformative student experience and hands-on learning opportunities. With this focus top of mind for our students and our employees, DC is proud to be one of the fastest-growing colleges in the province and annually ranked as one of the...