Executive Assistant, Practice, Clinical Support and

5 days ago

St Catharines, Canada Niagara Health System Full time

Reporting directly to the Executive Vice-President, Practice, Clinical Support and Chief Nursing Executive, the incumbent will provide executive administration support, while professionally representing Niagara Health to internal and external partners. The Executive Assistant serves as a liaison to organizational leaders from NH, internal partners (i.e. Clinical Operations, Finance, Communications, ICT) and external hospital partners, including our educational partners.
The Executive Assistant plays a key role in fostering a culture of achievement, results, and positive working relationships within Practice and Clinical Support and across the hospital. This role requires the incumbent to provide executive administration supports, as identified, and provide support to key operational activities and ensures a high level of attention to project deliverables and accountabilities. In addition, the successful incumbent supports the annual budget process and regular budget reporting and tracking.
Working in a confidential environment that is mission-driven, results-focused, and community oriented, the incumbent will establish and manage internal and external constituent relationships while providing consultative guidance in prioritizing and supporting the Executive Vice-President, Practice, Clinical Support, and Chief Nursing Executive. The Executive Assistant supports projects from conception to completion as well as the day-to-day administrative responsibilities.
DUTIES & RESPONSIBILITIES:

- Administrative Support to Executive Level:

- Co-ordinates and tracks workflow, schedules, and projects to ensure documentation is complete and accurate while ensuring follow-up is provided in a timely manner.
- Provides senior administrative support by preparing materials and relevant updates for the Executive Vice-President, Practice, Clinical Support and Chief Nursing Executive on outstanding action items and projects.
- Manages the calendar of the EVP in a manner that ensures appropriate preparation, results oriented meetings, and appropriate follow-ups by anticipating and prioritizing needs of the EVP and provides necessary appointment logistics, pertinent information and contact requirements.
- Provides senior administrative guidance and support to members of the team.
- Maintains confidentiality at all times to preserve the integrity of NH.
- Provides support to budget reporting and tracking on a monthly, quarterly, and annual basis.
- During an absence of the EVP uses initiative and judgement to see that matters requiring attention are referred to delegated authority and appropriately handled in a timely manner.
- Supports the development and distribution of correspondence to NH staff and other parties.
- Ensures accuracy, completeness and appropriateness of all materials.
- Prepares and distributes materials in advance for meetings to ensure attendees are well prepared to make decisions and take action, as needed.
Ability to anticipate needs and prioritize competing priorities efficiently.
- Prepares and edits executive level communications, briefing notes and PowerPoint presentations.
- Supports meetings and committees as requested including preparing and executing meeting materials, taking minutes, tracking action items and all aspects of meeting preparation, i.e. room/zoom booking and set up, catering and media support;
- Liaises with members of senior leadership and various departments of the hospital as necessary; and
- Establishes and maintains effective partnerships with internal and external stakeholders.

**QUALIFICATIONS**:

- Completion of a Community College diploma specializing in Office Administration or equivalent.
- Administrative experience in a unionized Hospital setting an asset.
- A minimum of three years administrative experience in an executive level administrative role including acting as the point of contact for board committees; or an equivalent combination of education, training and experience.
- Demonstrated proficiency in minute-taking, transcription and tracking action plans and deliverables.
- Experience with event management, preparation of reports and presentations.
- Ability to positively interact with community stakeholders, the public and able to triage concerns or needs.
- Above average written and verbal communication skills.
- Detail orientated
- Strong team player and proven track record in building and maintaining cross-team relationships.
- Extensive analytical and problem solving experience.
- Expertise in implementing new processes and/or procedures.
- Experience in problem solving, project leadership, and analytics.
- Advanced computer skills and ability to work comfortably with spreadsheets, presentations, diagramming and word processing software (e.g. Excel, PowerPoint, Visio and Word).
- Demonstrated ability to handle a large and diversified workload with rapidly changing priorities and challenging deadlines.
- Demonstrated commitment to continuing education.
- Evidenc

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