Executive Assistant

4 months ago

Brampton, Canada William Osler Health System Full time

**Company Description**
One of Canada's Best Diversity Employers and Greater Toronto's Top Employers for many consecutive years, William Osler Health System (Osler) provides a safe and supportive health care network to grow your career. Osler is nationally recognized for its commitment to patient safety and is Accredited with Exemplary Standing, the highest rating a Canadian hospital can receive. As a major Ontario hospital system, and home to some of the biggest specialty and emergency departments in the country, Osler serves the 1.3 million residents of Brampton, Etobicoke and surrounding communities. We are proud to offer you incredible exposure to best-in-class health care delivery and challenging hands-on opportunities to stay at the top of your game.

A hospital system built for and by the community, we continue to expand our services to meet the needs of a growing population, creating opportunities for increased hands-on skills development, cross-department training and promotional opportunities. Guided by our accomplished senior leadership team, together we are driving our vision of patient-inspired health care without boundaries.

At Osler, we invest in careers that go beyond where health care professionals like you can achieve their goals and find deep personal and professional fulfillment. Join our team today

This position provides administrative support to the Chief of Staff/Executive Vice President, Medical & Academic Affairs (COS) and is accountable for the coordination of a range of administrative tasks. The role serves as an extension of the executive she/he supports with the aim of maximizing the executive’s performance. The position handles multiple, changing priorities, facilitates resolution of problems that are administrative in nature and is open to constant challenge and change within a fast-paced environment. The Executive Assistant is also the administrative support for the Medical Advisory Committee, the Chiefs Meeting, other meetings as directed by the COS, and provides administrative support to the Director of Medical Affairs and Manager of the MSO.

Accountabilities:

- Act as the Chief of Staff’s (COS) office first point of contact for internal and external contacts to facilitate smooth, effective, and accurate information flows; balance priorities; responds to issues brought forward by staff, patients and patients families, volunteers etc.; de-escalate complaints and refer to leadership staff for resolution using tact, discretion and sensitivity
- Manages the COS schedule including complex and high-profile meeting coordination and initiates the rescheduling of meetings to address urgent situations that may arise
- Works with the Chief’s Clinical schedule to develop a working schedule that has the least impact on the COS’s clinical responsibility to his/her patients
- Develops presentations, briefing notes and memos for various internal and external audiences as requested by the COS
- Conducts secondary research and links with external partners and experts to obtain information and tools to support the work of the COS
- Engages with the Corporate Chiefs, Physician Leaders, members of the Executive Team and departments and services to obtain information needed for meetings or projects that are under review or in process emanating from the COS’s
- Retains access and oversight of agreements and contract management documents within the COS’s Portfolio
- Develops and maintains paper and electronic filing systems, including filing of confidential information
- Uses initiative to brief the COS on a regular basis, particularly in advance of meetings to ensure up-to-date information is provided, and keep the Chief advised of changing priorities and issues requiring immediate attention
- Processes finance expense forms and invoices for COS and Physician Leaders as required
- Arrange corporate travel to conferences and other events (e.g. general business travel, flight itineraries, hotel accommodations, conferences and convention documentation) in compliance with corporate travel requirements and policies
- Develops positive working relationship with other Executive Assistants, Administrative Assistants and others across the hospital especially in relation to obtaining timely information and reports that are to be presented and placed on the agenda for the Medical Advisory Committee, Chiefs meeting and other Corporate physician meetings
- Coordinate and support meeting logistics (e.g. book rooms, catering, research and prepare agendas, prepare and distribute meeting presentations and materials, record and timely distribution of meeting minutes); coordinate cross-functional agenda items for Medical Advisory Committee and other relevant committees, and other meetings not specified, but may be required from time to time
- Responsible for the preparation of the agendas for the Medical Advisory Committee, Chiefs meetings and other meetings which the COS is chairing; ensure that m

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