Executive Assistant

3 weeks ago

Tillsonburg, Canada Tillsonburg District Memorial Hospital Full time

Alexandra Hospital, Ingersoll and Tillsonburg District Memorial Hospital are actively seeking applicants for an Integrated Executive Assistant position. "Integrated" means that the successful incumbent will work at both hospital sites.

The Executive Assistant (EA) has two primary responsibilities: (1) to be the key administrator of the Office of the President and CEO ("CEO") and personal "right hand" to the CEO ensuring that the CEO can function effectively by bringing a high level of professionalism, organization, attention to detail, diplomacy, discretion, pro-active anticipation of needs, exceptional communication abilities, teamwork and leadership to the role. The second responsibility of the EA is corporate governance (2); acting as the recording secretary of the Joint Board of Directors subcommittees.

**Key Responsibilities**:

- Provides confidential, efficient executive support to the CEO. This includes arranging meetings and managing the CEO's calendar, anticipating needs and ensuring that the CEO is well-prepared for meetings and events (e.g. speaking notes, etc)
- Provides confidential, efficient administrative support to the Joint Board of Directors of the hospital. Acts as a liaison to the members of the Board of Directors and the executive leadership team.
- Provides overall leadership of effective office procedures and efficient workflow for the administrative office. Provides back up administrative assistance to all executive leaders when needed.
- Reception and patient and family/public/employee relations, i.e. facilitates effective triaging of queries and sensitive issues pertaining to the patients and their families or the public/employees, determining appropriate action and response, redirecting as needed. Ensures a person centered care approach by answering questions (as appropriate) or directing them to the most appropriate resource.
- Conduct research and compile data, prepare draft briefing notes, reports and presentations as required by CEO, Board of Directors and executive leadership team.
- Provide hospital and Board Committee support as the secretariat, i.e. governance leadership expertise, committee work plans, preparation/distribution of agenda packages, recording and drafting of minutes and necessary follow-up from meetings. Assists with CEO initiated projects.
- Maintain corporate records and ensure compliance with required legislation and best practices, i.e. corporate by-laws, policies and procedures. Advises on improvements to Board related policies and procedures based on changes in legislation/best practice.
- Information management, i.e. coordination of meetings, composition of internal/external communication, database management, filing.
- Develop effective relationships, i.e. co-workers, volunteers, professional network.
- Utilizes project management and event planning skills and expertise in the coordination of special initiatives, activities and events, i.e. Strategic Planning, Annual Meetings, Education Sessions etc.
- Coordinates Board involvement in the Accreditation process and supports governance quality and process improvement initiatives.
- May perform additional duties including participating on internal committees, providing back up for other committees and special projects.
- Expectation is that majority of work will take place on site at Tillsonburg District Memorial Hospital (TDMH). Joint Board meetings typically occur in the evening.
- Follow Hospital policies and procedures and those applicable to assigned duties;
- Follow safe working practices and abide by the _Occupational Health and Safety Act_;
- Use sound judgement and awareness of potential hazards before acting;
- Promptly report errors/events or situations of actual or potential event or harm;
- Ensures patient safety and infection prevention and control relating to the position;
- Maintains strict privacy and confidentiality;
- Contribute to positive work life and physical environment;
- Carry out duties in a way that embodies the mission, vision and values of providing a patient and family-centred experience and high quality care; and
- Work cooperatively with fellow employees and management towards the achievement of the Hospitals' strategic priorities.

**Qualifications**:

- Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
- Very strong interpersonal skills and the ability to build relationships with stakeholders, including leaders, employees, board members, and external partners.
- Expert level written and verbal communication skills.
- Post-secondary diploma in business administration or related field required.
- Minimum of five (5) years of experience in providing administrative support at CEO or executive level; preferably in a hospital or broader public sector organization.
- Demonstrated experience working with a board of directors. Solid understanding of board governance and executive lea

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