Executive Assistant, Office of The President

2 weeks ago

Thunder Bay, Canada Northern Ontario School of Medicine Full time

The Executive Assistant works in a complex environment and provides confidential and high-level administrative support for the Office of the President and Vice Chancellor as required on the West Campus, the Clinical Relations and Physician Workforce Strategy Portfolios.

The Executive Assistant provides high quality administrative, logístical, and strategic support to the above-mentioned portfolios ensuring their effective operation which includes extensive internal/external relationship management and organizational oversight. While adhering to the highest standards of professionalism, confidentiality, and collaboration the Executive Assistant manages all aspects of the portfolios. The Executive Assistant also collaborates on major project activities with the other units at NOSM University.

The incumbent works under the direction of the Director, Office of the President and is expected to work independently with mínimal supervision, while ensuring the portfolio successfully navigates through a multitude of functions and responsibilities.

The incumbent will be a member of the Executive Assistants Group.

**Responsibilities**:
Tasks may include but are not limited to the following:

- Serves as the West Campus’s primary Executive Assistant the President and Vice Chancellor and other above-mentioned portfolios.
- Working with the Unit/Portfolio, coordinates the records management function of the Office ensuring all files are current, organized, and accessible as required.
- Assists in the editing, preparation and fact-checking of all submissions, reports, and correspondence both from and into the Office.
- Provides administrative support for committees and groups as required. Includes preparing agendas, assembling background materials, attending meetings, taking minutes, and coordinating the follow-up actions.
- Monitors the budget and holds limited delegated signing authority. Maintains financial records applicable to the office, tracks expenses against the financial budget and reconciles expense reimbursements. Estimates the need for and ensures supplies and equipment are requisitioned. Reviews reimbursement requests from the direct reports and advises of any protocol/policy discrepancies.
- Maintaining records and knowledge of progress in all projects under way and facilitating communications between the Portfolios, the President’s Office and others involved in the projects’ execution.
- Arranging meetings and coordinating the calendar by using a multifaceted approach to identify availability among members. Proactively arranging time to ensure priorities are addressed. Scheduling and setting meetings in outlook using Zoom and other online platforms.
- Organizes events including meetings, conferences, travel etc. Prepares all required materials including agendas, meeting details, and travel itineraries and documents.
- Providing support and direction to special projects, requiring knowledge of University affairs, Health and Safety, Indigenous and Francophone affairs, and issues of equity. Monitoring the political landscape vis a vis University communications, social media, and relevant current events, in order to provide context to the Unit as required.
- Working with campus stakeholders to ensure a welcoming, accommodating image to visitors of the University (Lakehead Campus) and working with the Office of the President’s team to coordinate initiatives.
- Effective document management and maintenance especially on files involving highly sensitive materials like financial documents, complaints, discipline reports or HR related matters.
- Independently handles inquiries and requests and resolves problems requiring in-depth knowledge of the area and general knowledge of NOSM U, its policies, and procedures. Determines the appropriate course of action and follows through to resolution. Alerts matters which demand attention or redirects matters to the appropriate personnel for action.
- Working with others in the Unit/Portfolio, responsible for the effective management of multiple calendars
- Performs other duties as assigned.

**Qualifications**:
**Education**:

- An undergraduate degree (business, commerce, administration) from a recognized university with Canadian accreditation or an equivalent combination of education and experience is required.
- Advanced courses in finance and communications an asset.

**Knowledge, Skills and Abilities**:

- Minimum five (5) years’ experience in administrative roles at a senior level is required.
- Project or event management experience is an asset.
- Experience working in a post-secondary environment is an asset
- Demonstrated experience providing administrative support to senior management
- Exceptional research and note-taking skills
- Excellent computer skills with proficiency in all MS Office Suite products
- Detailed experience in complex time management with comprehensive exposure to confidential material handling, archiving and disposal.
- Budgetary

  • Executive Assistant to The President

    2 months ago

    North Bay, Canada Nipissing University Full time

    **Nipissing University** **POSITION TITLE**: Executive Assistant to the President **DEPARTMENT**: Office of the President **SALARY LEVEL**:Three (3) **EMPLOYMENT DEFINITION (STATUS)**: Full-time Administration - 12 month contract **SUPERVISOR**: University Secretary/Access & Privacy Officer **SUMMARY OF FUNCTIONS**: Reporting to the University...

  • Executive Assistant, Administration and Operational

    2 months ago

    Thunder Bay, Canada Northern Ontario School of Medicine Full time

    The Executive Assistant works in a complex environment and provides confidential and high-level administrative support to the Associate Vice President, Finance and Administration (AVFPA) and as needed, to the Senior Management Group within Administration and Operational Support Portfolio (AMG-AP). The Executive Assistant provides high quality...

  • President & Chief Executive Officer (CEO) / Synergy

    2 weeks ago

    Thunder Bay, Canada The MEARIE Group Full time

    **President & Chief Executive Officer (CEO)** Synergy North is a municipally-owned local power distribution company serving the communities of Kenora and Thunder Bay Ontario. Distributing electricity to approximately 50,0000 residential and 6,000 commercial customers in the region, Synergy North is the local, front-line customer service face of the...

  • Executive Assistant

    2 weeks ago

    Thunder Bay, Canada Oshki-Pimache-O-Win: The Wenjack Education Institute Full time

    **OSHKI-PIMACHE-O-WIN: THE WENJACK EDUCATION INSTITUTE** **Position Title: Executive Assistant** **Hours of work Monday to Friday (35 hours per week)** **Location: Centennial Square** **Reports to: Vice President** **Appointment: Full Time** **Salary: $45,000** **WHO WE ARE**: OSHKI-WENJACK’s mission is to achieve excellence as a leader in the innovative...

  • Executive Assistant

    1 week ago

    Thunder Bay, Canada Dougall Media Full time

    Dougall Media, Thunder Bay's only locally owned broadcast/multimedia company, has an exciting opening as an Executive Assistant in our Administration team. We are looking for an Executive Assistant who will be in charge of keeping our Directors team and the company President, well organized and supported. Training will be provided, however, it is expected...

  • Executive Assistant

    3 days ago

    Thunder Bay, Ontario, Canada Home and Community Care Support Services Full time

    Job Description:Home and Community Care Support Services North East offers a wide-range of quality healthcare services and resources to support people of all ages at home, school or in community. In addition to planning, delivering and coordinating care for thousands of people each day in Northeastern Ontario, we also manage eligibility and admissions to...

  • Executive Assistant

    2 months ago

    Thunder Bay, Canada Oshki-Pimache-O-Win: The Wenjack Education Institute Full time

    **WHO WE ARE**: Oshki - Wenjack’s mission is to achieve excellence as a leader in the innovative design and delivery of quality post-secondary and training programs which meet the wholistic educational needs of Nishnawbe Aski Nation and other learners in a safe, inclusive, supportive, and culturally enriched learning environment. **VISION...

  • Executive Coordinator

    2 months ago

    Thunder Bay, Canada Thunder Bay Regional Health Sciences Foundation Full time

    Purpose of the position: Scope The Executive Coordinator reports directly to the President & CEO. **Responsibilities**: The Executive Coordinator supports the President & CEO and seeks to manage the governing policies and procedures of the Foundation. The responsibilities of the Executive Coordinator include but are not limited to: - Supports the President...

  • Executive Coordinator

    2 days ago

    Thunder Bay, Canada Thunder Bay Regional Health Sciences Foundation Full time

    Purpose of the position: Scope The Executive Coordinator reports directly to the President & CEO. **Responsibilities**: The Executive Coordinator supports the President & CEO and seeks to manage the governing policies and procedures of the Foundation. The responsibilities of the Executive Coordinator include but are not limited to: - Supports the President...

  • President and CEO

    4 days ago

    Thunder Bay, Canada St Joseph's Care Group Full time

    **St. Joseph's Care Group** St. Joseph's Care Group (SJCG) is seeking a new President and Chief Executive Officer. As one of Thunder Bay's largest employers, SJCG operates over 8 sites, employs 2200 staff and engages 400 volunteers. SJCG is located on Lake Superior's north shore and surrounded by the beauty of nature, giving SJCG employees, physicians, and...

  • President and CEO

    3 days ago

    Thunder Bay, Ontario, Canada St Joseph's Care Group Full time

    St. Joseph's Care GroupSt. Joseph's Care Group (SJCG) is seeking a new President and Chief Executive Officer. As one of Thunder Bay's largest employers, SJCG operates over 8 sites, employs 2200 staff and engages 400 volunteers. SJCG is located on Lake Superior's north shore and surrounded by the beauty of nature, giving SJCG employees, physicians, and...

  • Executive Assistant Ft

    2 months ago

    Thunder Bay, Canada St Joseph's Care Group Full time

    **Bargaining Unit: NON-UNION** **Status: Full Time** **Department: Administration** **Site: St. Joseph's Hospital** **Shifts: Days (may include occasional weekend/evening work)** Annual Salary: $52,665 - $65,837 Reporting to the Executive Coordinator, the Executive Assistant provides a senior level of confidential administrative and secretarial support...

  • Executive Assistant Ft

    1 week ago

    Thunder Bay, Canada St Joseph's Care Group Full time

    **Bargaining Unit: NON-UNION** **Status: Full Time** **Department: Administration** **Site: St. Joseph's Hospital** **Shifts: Days (may include occasional weekend/evening work)** **Annual Salary: $52,665 - $65,837** Reporting to the Executive Coordinator, the Executive Assistant provides a senior level of confidential administrative and secretarial...

  • Executive Assistant

    2 months ago

    Thunder Bay, Canada Thunder Bay District Health Unit Full time

    The Thunder Bay District Health Unit is seeking a Temporary Full-Time, Executive Assistant in the Office of the Medical Officer of Health and Chief Executive Officer. Approximate contract duration: June 3, 2024-December 12, 2025, with potential to end sooner. Reporting to the Medical Officer of Health and Chief Executive Officer (MOH/CEO), the Executive...

  • Executive Assistant

    2 months ago

    Thunder Bay, Canada Thunder Bay District Health Unit Full time

    The Thunder Bay District Health Unit is seeking a Temporary Full-Time, Executive Assistant in the Office of the Medical Officer of Health and Chief Executive Officer. Approximate contract duration: June 3, 2024-December 12, 2025, with potential to end sooner. Reporting to the Medical Officer of Health and Chief Executive Officer (MOH/CEO), the Executive...

  • Executive Assistant

    3 weeks ago

    Thunder Bay, Canada Thunder Bay District Health Unit Full time

    The Thunder Bay District Health Unit is seeking a Temporary Full-Time, Executive Assistant in the Office of the Medical Officer of Health and Chief Executive Officer. Approximate contract duration: July 2024-December 12, 2025. Reporting to the Medical Officer of Health and Chief Executive Officer (MOH/CEO), the Executive Assistant is responsible for...

  • Executive Assistant to Vp Rehab Care

    2 months ago

    Thunder Bay, Canada St Joseph's Care Group Full time

    **Bargaining Unit: NON-UNION** **Status: Full Time** **Department: Administration** **Site: St. Joseph's Hospital** **Shifts: Days** **Annual Salary: $52,665 - $65,837** Reporting to the Executive Coordinator, the Executive Assistant is responsible for the provision of a senior level of confidential administrative and secretarial services to the Vice...

  • Chief Executive Officer

    3 days ago

    Thunder Bay, Ontario, Canada The District of Thunder Bay Social Services Administration Board Full time

    The District of Thunder Bay Social Services Administration Board (TBDSSAB) supports people to improve their lives and become self-sufficient. We do this as the service system manager for vital, quality social services needed by individuals and families living in the District of Thunder Bay—including childcare and early years, community housing,...

  • Executive Assistant to Vp Rehab Care

    1 week ago

    Thunder Bay, Canada St Joseph's Care Group Full time

    **Bargaining Unit: NON-UNION** **Status: Full Time** **Department: Administration** **Site: St. Joseph's Hospital** **Shifts: Days** Annual Salary: $52,665 - $65,837 Reporting to the Executive Coordinator, the Executive Assistant is responsible for the provision of a senior level of confidential administrative and secretarial services to the Vice...

  • Executive Assistant

    2 months ago

    Thunder Bay, Canada Matawa Health Co-operative Full time

    **MHC Executive Assistant Job Description** **PURPOSE OF THE POSITION** Matawa First Nations established the Matawa Health Co-Operative. This provincially incorporated Co-Op consists of the nine Matawa member communities - Webequie, Neskantaga, Nibinamik, Eabametoong, Marten Falls, Aroland, Ginoogaming, Long Lake #58 and Constance Lake First Nations. The...