Executive Assistant

2 weeks ago


Peterborough, Canada Peterborough Family Health Team Full time

**Executive Assistant - 37.5 hours/week, Permanent**

We are seeking an Executive Assistant to provide support to the CEO of the Peterborough Family Health Team (PFHT), Board of Directors and Senior Management Team. This Permanent position is a 1.0 FTE (37.5 hours per week, 7.5 hours per day x 5 days per week).

**Responsibilities**

Working with the CEO, Board of Directors and Senior Management Team, the person in this role:

- Supports the day to day activities of the CEO and helps maintain the CEO’s calendar.
- Coordinates meetings for the Senior Management Team.
- Assist the PFHT Administrative Team as required.
- Processes correspondence, drafts replies, process expenses and other routine tasks required by the Senior Management Team.
- Coordinates Board of Director and AGM meetings, including booking of rooms, catering, updating of Board Manual, compiling and processing of minutes and preparation and distribution of meeting agendas and materials.
- Coordinates all Board Sub Committee meetings (Finance, Quality, Operations, Employee Council, & Governance) including booking of rooms, catering, compiling and processing of minutes and preparation and distribution of meeting agendas and materials.
- Identifies and communicates concerns and risks to Senior Management
- Triages incoming calls to Senior Management and routes inquiries as appropriate
- Responsible for travel, hotel reservations and registrations for conferences for the Senior Team.
- Researches, collects, and compiles data through inquiries, Internet and library searches, as requested by the Senior Management Team.
- Orders and receives resources as identified by the Senior Management Team.
- First point of contact for all 185 King Street building issues; liaises with the landlord and maintenance personnel for identification and follow up of building/office issue.
- Responsible for maintaining an organized shared digital document filing system.
- Maintain bookings for the board and administrative meeting rooms.
- Responsible for maintaining an organized shared digital document filing system.

**Qualifications**
- Three years of experience in an executive office environment including demonstrated competence in word processing, minute taking, public liaison, telephone message intake, drafting policy and procedures.
- Board governance experience
- Demonstrated planning, organization, problem solving, research and analysis, written and oral communication, and conflict resolution skills.
- Post-secondary education in a related field such as business administration preferred
- Demonstrated excellent customer service skills and professional demeanor
- Demonstrated effective verbal and written communication, interpersonal and public relations and problem-solving skills
- Experience in Health Care preferred
- Ability to set priorities and organize work accordingly in a busy office setting with multiple professionals.

**Additional benefits of joining the Peterborough Family Health Team**
- A provincial leader among Family Health Teams in Ontario
- Excellent team/office environment
- Multidisciplinary team expertise
- PFHT provides clinical supervision
- Organizational commitment to work-life balance
- HOOPP Pension Plan
- Optional dental and health benefits
- Life and disability insurance
- Healthcare spending account
- EAP Program

**The Peterborough Family Health Team are leaders in advocating for full vaccination against the COVID-19 virus and its variants, for persons who are medically able to receive the vaccination. All applicants should know that PFHT employees are expected to support this position and if medically able, maintain full vaccination.**

**Salary**: $52,104.00-$58,656.00 per year

**Benefits**:

- Company pension
- Dental care
- Disability insurance
- Employee assistance program
- Extended health care
- Life insurance
- On-site parking
- Paid time off

Schedule:

- 8 hour shift

Work Location: One location

Application deadline: 2023-03-10



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