Executive Coordinator

1 week ago

Kingston, Canada Kingston Health Sciences Centre Full time

**Title**:Executive Coordinator

**Department**:Executive Office of the
** **Chief Executive Officer (CEO) & Chief Operating Officer (COO)

**Hours of Work**:Full-Time Position; Days

**Salary**:Class 6 - $90,152.60 - $108,183.27 per annum + benefits/pension

**Union**:Non-Union

**Location**:Hotel Dieu Hospital Site

**PRIMARY FUNCTION**

The
**Executive Coordinator** (EC) to the CEO & COO (the principals) coordinates all aspects of the CEO/COO Executive Office, including schedules, operational details, and administrative functions, allowing the CEO and COO to attend to key executive strategic and operational priorities, and optimizing their collaborative and individual efforts. Specifically, the EC organizes all aspects of CEO and COO schedules and work activities, anticipating challenges & opportunities, so that:
- the organization is appropriately and effectively represented as required at all times-
- the principals have available the required information for discussions & informed decision-making-
- limited available executive time & attention is optimizedThe EC exercises initiative and independent judgment in managing the principals’ schedules and daily activities, anticipating changes, and coordinating with other executive team members/assistants, government officials, and other stakeholders as needed. The EC supervises one office support (role TBD) and works closely with the Governance Lead in ensuring smooth and effective Board function. The role requires a thorough knowledge of policies, procedures, & operations and an understanding of the KHSC’s role within the community as well as the individual preferences of the CEO/COO. The EC has recurring contact with members of the Board, executives and senior leaders, public and private officials, internal/external communications, the media, and others as needed.

The EC uses discretion in the dissemination of information to various stakeholders, maintaining confidentiality and privacy of the principals.

Within this role the incumbent is accountable for contributing to the delivery of the Kingston Health Sciences strategy. As an employee, one must demonstrate an awareness of and be responsible for actively promoting and supporting patient and family centered engagement and care in all we do.

**RESPONSIBILITIES & DUTIES INCLUDE**:
**Coordinate, facilitate & optimize CEO/COO activities**

The EC is responsible for organizing and facilitating the collective activities of the CEO/COO, minimizing duplication, and optimizing collaboration & outcomes.

Ensures CEO/COO have Board plans/agendas in a timely way and that required materials are prepared. Facilitates relationship between Board Chair & CEO, scheduling meetings and preparing agendas and briefing notes as needed. Ability to draft briefing notes and prepare PowerPoint presentations well is required.

**Manage the Office of the CEO/COO**

As the face of the CEO/COO Office, the EC acts with a high degree of integrity, accuracy, professionalism, independent judgement, and critical thinking, addressing inquiries which are of a confidential and/or critical in nature, maintaining credibility and trust.

The EC is required to assess and respond to a wide range of issues, both general and confidential in nature, to achieve resolution wherever possible. This includes triaging issues to the other executive portfolios as appropriate, ensuring that patients and their families feel supported and respected when making a referral to the patient relations program, assisting staff and others with their inquiries as it relates to corporate structure, execution of contracts, timeliness of responses to deadlines demonstrating a positive attitude, competence, and professionalism. The EC must prioritize and determine appropriate course of action, referral, or response, exercising judgement in accordance with organizational policies and legislation.

**Manages and improves processes in the Executive Offices**

The EC streamlines and organizes processes to assist in the efficient flow of information, timeliness of responses to deadlines and general communication ensuring the smooth operation of the executive offices. Maintain/organizes files (paper and electronic), information, corporate records, minutes etc. for easy accessibility and archiving, developing appropriate hierarchical systems & categorization mechanisms. Ensures proper administrative procedures are followed, recommend and/or design new ones, ensuring efficient running of the office.

Consistently seeks & creates opportunities to improve efficiency, effectiveness, collaboration & collegiality in executive offices, including consideration of formal process improvement & automation.

**Facilitates overall functioning of the executive offices & administrative support**

Works to ensure that the CEO/COO offices (and principals) are maintained in high esteem and actively flags risks and seeks/recommend opportunities for enhancement of organizational & principal re

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