Executive Assistant

4 weeks ago

Victoria, Canada Victoria Hospitals Foundation Full time

The Victoria Hospitals Foundation (VHF) works in partnership with Island Health to enable donations to every area of care at Royal Jubilee, Victoria General, and Gorge Road hospitals. As Island Health's charitable partner, we raise donations for medical equipment, special projects, education, and research. Our donors fund an incredible 40% of the equipment in Victoria General and Royal Jubilee hospitals.

In 2021/22, we raised over $17.9 million for our hospitals, including gifts from over 5,400 donors. Since 1989, the Victoria Hospitals Foundation has raised more than $180 million to benefit our hospitals.

Reporting to the CEO, the Executive Assistant (EA) plays an integral role representing the Executive Office at VHF with a high degree of professionalism. The EA provides administrative support to our CEO and the Board of Directors, and works closely with the CFO and Island Health's Executive Office. This role manages the CEO's schedule, coordinates correspondence, administers reports, organizes and schedules meetings, prepares minutes, and is a liaison to our volunteer Board of Directors. As part of a dynamic culture and team, the position may cover reception duties when needed and support Foundation events with the entire team.

The EA works in consultation and collaboration with the entire Foundation team and will at times support meetings and events during the evenings and weekend.

**EXECUTIVE OFFICE ADMINISTRATION**
- Representing the Office of the CEO in a professional, customer-focused manner.
- Effectively managing the CEO's schedule, including foreseeing conflicts and using considerable judgment and diplomacy to re-schedule appointments according to demanding priorities.
- Making travel arrangements and preparing monthly expense reports for the CEO.
- Drafting correspondence in a timely manner on behalf of the CEO.
- Maintaining CEO communications & interactions with donors in a centralized online system.
- Researching and compiling appropriate data for reports, projects, and preparing presentations.
- Creating, gathering and proofreading documents.
- Reviewing CEO's daily mail, thank you letters and external stakeholder communications.
- Providing HR & timekeeping support to the Executive Team as required.
- Supports annual schedule of Management Meetings and Team Retreats.
- Assisting the CEO with various special projects (i.e. Culture Committee, team building and donor events).

**BOARD & GOVERNANCE**

***
- Supporting the CEO with organizing meetings including: drafting agendas; liaising with internal and external stakeholders; arranging meeting rooms and catering; advising attendees of meeting time and location; distributing meeting materials; arranging for appropriate audio-visual and other equipment; attending meetings, recording and preparing minutes.
- Manages Board website with essential documents and meeting materials.
- Serving as the primary contact and support for the Board of Directors and its Committees: Finance & Investment, Governance, HR & Compensation, Nominations, American Friends of VHF.
- Organizing orientation for new Directors - including updating onboarding material, scheduling tours etc.
- Contribute to the development and revision of governance materials (i.e. terms of reference, code of conduct, bylaws, policies etc.)
- Support all Ministry naming opportunities including liaison with Island Health Board.

**TEAM & OFFICE ADMINISTRATION**
- Provides guidance to front desk administration and supports decision making as needed.
- Participate in and chair as necessary All Team Meetings.
- Be an active participant in the Culture Committee.
- Support administrative tasks & projects on various teams when needed.
- Provides support for office operations including maintaining meeting spaces and catering.

**Qualifications**:
***

Education, Training & Experience
- A degree, diploma or certificate in a related discipline or an equivalent combination of experience and education.
- Minimum 3-5 years of relevant office experience supporting senior executives in a professional office setting. Experience in Healthcare or the non-profit sector preferred.
- Demonstrated technical skills including proficiency with Microsoft Office (Word, Excel, PowerPoint, Outlook), Adobe Acrobat, virtual meeting platforms (Zoom, Teams, Webex) and the initiative to learn and use emerging technologies as required.
- Experience with Raiser's Edge software is desirable.

**Skills, Abilities & Qualifications**
- Strong initiative, efficiency and organizational skills.
- Superior communication (verbal and written) skills and the ability to effect strong public relations with directors, staff, physicians, volunteers, donors and dignitaries.
- Superior customer service skills.
- Excellent time management skills that enable effective organization of work and the ability to plan for and meet goals under shifting priorities and deadlines.
- Ability to work effectively in a team and foster good team relations.

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