Executive Assistant

2 weeks ago

Niagara, Canada Niagara Region Full time

**Division**:
Medical/Administration

**About Us**:
Serving a diverse urban and rural population of more than 475,000, Niagara Region is focused on building a strong and prosperous Niagara. Working collaboratively with 12 local area municipalities and numerous community partners, the Region delivers a range of high-quality programs and services to support and advance the well-being of individuals, families and communities within its boundaries. Nestled between the great lakes of Erie and Ontario, the Niagara peninsula features some of Canada’s most fertile agricultural land, the majesty of Niagara Falls and communities that are rich in both history and recreational and cultural opportunities. Niagara boasts dynamic modern cities, Canada’s most developed wine industry, a temperate climate, extraordinary theatre, and some of Ontario’s most breathtaking countryside. An international destination with easy access to its binational U.S. neighbour New York State, Niagara attracts over 14 million visitors annually, as well as a steady stream of new residents and businesses.

At Niagara Region, we value diversity - in background and experience. We are proud to be an equal opportunity employer. We aspire to hire and grow a workforce reflective of the diverse community we serve. By doing so, we can deliver better programs and services across Niagara.

For the Region's full employee equity statement, Working at Niagara Region - Niagara Region, Ontario.

Please note that effective February 12, 2023 mandatory COVID-19 vaccinations are no longer required as per the Niagara Region’s amended COVID-19 Vaccination Policy. As a result, you will not be required to submit verification of your vaccination status before starting employment with the Niagara Region. However, the Niagara Region continues to reserve the right to reintroduce vaccination requirements in the future if necessary to respond to changing public health advice and\or government direction. The Niagara Region continues to strongly encourage everyone to remain up-to-date with vaccinations.

**Job Summary**:
Reporting to the Medical Officer of Health/Commissioner of Public Health, the Executive Assistant is responsible for providing confidential administrative support to the Medical Officer and department.

**Education**:

- Post-secondary diploma in an appropriate health-related discipline or equivalent

**Knowledge**:

- Minimum of 5 years senior administrative or professional office management experience in a health related environment.
- Advanced knowledge of Microsoft Office and proficiency in basic office technology.
- Thorough comprehension of medical terminology.

**Responsibilities**:

- Prepares, maintains and tracks general office and confidential files and correspondence (e.g. WHMIS updates, staff licensure/registration, performance appraisals, employee notices, requests for staff training, personnel requisitions, posting files, vacation and attendance record management, job descriptions, Workers compensation reports, etc.)
- Key communications contact responding to inquiries through Commissioner’s office from public, Regional Departments, Regional Councilors, consultants, municipalities, Ministries, other agencies, etc.
- Coordinate Department agenda and report management for Standing Committee for Committee and Council.
- Screens all telephone calls on behalf of the Medical Officer, determining the nature and urgency of more complex issues and redirecting calls as appropriate. Uses initiative, discretion and best customer service principles to independently respond to incoming calls.
- Maintain the Commissioners calendar and schedule, prioritizing competing requests
- Establish and maintain Department's file system. Coordinate with Corporate Record System. Ensure compliance with corporate by-laws re retention, etc.
- Maintain department Policy Manual and Corporate Administrative Policy Manual and circulate updates.
- Design and implementation of records, templates and forms
- Prepare agendas, minutes and organize meetings and coordinate attendance for internal meetings and events and with outside agencies, committees, and groups.
- Participate as a member in senior management team meetings.
- Assists with the planning, coordination and implementation of corporate and department objectives.
- Coordinate performance management process and documentation for staff reporting to Commissioner. Track completion, review and approval of all appraisals. Forward completed appraisals and documents to Human Resources.
- Coordinate conference registrations, meetings, hotels and travel arrangements.
- Coordinate and monitor departmental recognition, special events and activities on behalf of the commissioner and the department.
- Assists as required in Emergency Operations Centre as requested by the Commissioner.
- Provide guidance and mentorship for department administrative staff and lead continuous improvement initiatives with respect to administrative

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