Executive Assistant

3 weeks ago

Toronto, Canada Ontario Health Full time

At Ontario Health, we are committed to developing a strong organizational culture that connects and inspires all team members across the province. Our vision is that together, we will be a leader in health and wellness for all. Our mission is to connect the health system to drive improved and equitable health outcomes, experiences and value. How we work together is reflected through our five values: integrity, inspiration, tenacity, humility and care.

What Ontario Health offers:
Achieving your career goals is a priority to us. Benefits of working at Ontario Health may include the following based on employment type:

- Fully paid medical, dental and vision coverage from your first day
- Health care spending account
- Premium defined benefit pension plan
- 3 personal days and 2 float days annually
- Individual contributors start at 3 weeks’ vacation with 4 weeks at 2 yrs.
- Career development opportunities
- A collaborative values-based team culture
- Wellness programs
- A hybrid working model
- Participation in

Communities of Inclusion

Want to make a difference in your career? Consider this opportunity.

This Executive Assistant position is primarily responsible for providing administrative support to the Vice President, Clinical Transformation & Patient Access and the Digital Clinical Lead, Primary Care in the Population Health and Values Based Health Systems Portfolio, in support of a large-scale digital health initiative. This role will work closely with internal program staff, other portfolios (including Digital Excellence in Health), as well as external stakeholders (e.g. Ministry of Health, Physicians, Health Service Providers, etc.). As part of this role, the Executive Assistant will undertake an assortment of administrative duties, including coordinating and scheduling meetings, and managing and maintaining documents, but also including meeting minutes with action items and proactive follow up.

Here is what you will be doing:
- Provide scheduling and administrative support to the Vice President and Clinical Lead- Act as the first point of contact for internal and external calls and inquiries; triaging and tracking requests as required- Support the key activities for coordination of multi-stakeholder meetings with minutes, actions items and pro-active follow-up- Proactive planning and critical thinking skills to anticipate key issues and implement processes to ensure improved operations and advanced preparation- Leads and participates on assigned projects by researching and summarizing topics on a variety of operational and other matters.- Prioritizes conflicting needs; handles matter expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.- Attends meetings, working groups and committees as part of a community of practice with other Administrative roles across Ontario Health.- Corresponding in a positive and collaborative manner with the Ontario Health staff to coordinate activities and process requests (i.e. information gathering, content clarification, etc.)- Work collaboratively and proactively with other portfolios, in particular Digital Excellence in Health, at Ontario Health to coordinate meetings, appointments, and events as required; handle required meeting logistics- Prepare meeting documents, correspondence, presentations (PowerPoint), report summaries, and edit reports/publications- Follow up with team members on outstanding tasks and requests- Develop, organize, and maintain electronic and paper information filing/retrieval methods, systems, and formats- Maintain documents, action logs and other databases, as required- Coordinate travel and accommodation bookings as required- Work in partnership to maintain the office environment inclusive of all supplies, equipment, and physical environment including its safety- Provide ongoing troubleshooting support to team members as it relates to minor technical queries- Other duties as assigned

Here is what you will need to be successful:
Education and Experience- Post-secondary diploma in office administration or undergraduate degree in business administration, project coo-ordination or related field- A minimum of 3-5 years’ related work experience; experience providing senior level administrative support and strong multi-task coordination in a health-related organization is preferred

Knowledge and Skills- Excellent verbal and written communication skills- Excellent interpersonal and customer service skills, with a positive ‘can do’ mindset- Proactive planning and critical thinking skills to anticipate key issues and implement processes to ensure improved operations and advanced preparation- Flexibility and an ability to work with tight timelines- Strong problem-solving skills- Demonstrated ability to prepare briefing notes, minutes, clear correspondence, and summaries of decisions made and further actions identified over the course of a meeting- Demonstrated ability to metho

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