Executive Assistant

3 weeks ago

PointeClaire, Canada Lakeshore General Hospital Foundation Full time

_(français ci-dessous)_

**EXECUTIVE ASSISTANT**
**Full-time position 35 hrs/week**

***
The Lakeshore General Hospital Foundation, a non-profit organization whose mission is to enhance the quality of health care for West Island residents, is seeking an individual who will work closely with the Managing Director.

This position is a full-time in-office position. The office is located within Lakeshore General Hospital.

**THE IDEAL CANDIDATE**
- is a fluently bilingual team player,
- is capable of managing different projects simultaneously,
- exhibits sound judgment,
- is eager to tackle new projects,
- must be comfortable cultivating relationships with hospital staff and speaking with board members,
- can maintain a high degree of discretion and confidentiality.

**KEY RESPONSIBILITIES**
- Organize the Managing Director’s schedule, including adding events, rescheduling appointments and providing daily briefings.
- File important information and documents, physically and electronically.
- Greet guests & donors.
- Organize and prepare for meetings, including gathering documents and logístical planning.
- Participate and attend external events, such as fundraisers, Board meetings, and appreciation events.
- Prepare for Board meetings, and draft reports & minutes.
- Post Board documents on the Board Portal and keep the portal organized.
- Prepare presentations for meetings led by the Managing Director.
- Answer and respond to phone calls.
- Receive donations over the phone or in person when the Data Administrator is occupied.
- Assist Data Administrator with data entry.
- Build and cultivate inter-hospital relationships.
- Manage and order office supplies.
- Carry out any other mandate, project and related tasks at the request of the Managing Director.

**REQUIRED SKILLS & QUALIFICATIONS**
- Experience in managing an executive calendar
- Excellent written and verbal communication skills in both English and French
- Excellent attention to detail & professionalism
- Ability to multitask
- Excellent interpersonal & time-management skills
- Ability to conduct research and create reports and presentations
- Ability to learn quickly
- Ability to handle sensitive information with discretion
- Understanding of frequently used computer programs, such as Microsoft Office, Zoom, Teams & Raiser's Edge.

**TO APPLY**:
Please send your CV by January 5, 2024. We thank all applicants for their interest; however, only successful applicants will be contacted.
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- **ADJOINT(E) EXÉCUTIF(VE)**
**Poste à temps plein - 35 heure/semaine**

**RÉSUMÉ DU POSTE**
La Fondation de l’Hôpital général du Lakeshore, un organisme sans but lucratif dont la mission est d’améliorer la qualité des soins de santé pour les résidents de l’Ouest-de-l’Île, est à la recherche d’une personne qui travaillera en étroite collaboration avec la directrice générale.

Il s’agit d’un poste à temps plein au bureau de la fondation, lequel est situé à l’Hôpital général du Lakeshore.

**LE (LA) CANDIDAT(E) IDÉAL(E)**
- possède l’esprit d’équipe et est parfaitement bilingue,
- est capable de gérer différents projets simultanément,
- sait faire preuve d’un bon jugement,
- doit être à l’aise pour entretenir des liens avec le personnel de l’hôpital et pour parler aux membres du conseil d’administration,
- peut assurer un niveau élevé de discrétion et de confidentialité.

**PRINCIPALES RESPONSABILITÉS**
- Organiser l'emploi du temps de la directrice générale, ce qui consiste notamment à ajouter des événements, à reprogrammer des rendez-vous et à effectuer les breffages quotidiens.
- Classer les renseignements et les documents importants, sur support physique et électronique.
- Accueillir les invités et les donateurs.
- Organiser et préparer les réunions, notamment en rassemblant les documents et en planifiant la logistique.
- Participer et assister à des événements externes, par exemple des collectes de fonds, des réunions du conseil d'administration et des événements de reconnaissance.
- Préparer les réunions du conseil d'administration et rédiger les rapports ainsi que les procès-verbaux.
- Télécharger les documents du conseil sur the portail et garder le portail organisé.
- Préparer les présentations pour les réunions animées par la directrice générale.
- Répondre aux appels téléphoniques et y donner suite.
- Recevoir les dons par téléphone ou en personne lorsque l’administratrice des données est occupée.
- Aider l'administratrice de données à saisir les données.
- Établir et entretenir des relations interhospitalières.
- Gérer et commander les fournitures de bureau.
- Effectuer tout autre mandat, projet ou tâche connexe à la demande de la directrice générale.

**COMPÉTENCES ET QUALIFICATIONS EXIGÉES**
- Expérience dans la gestion de l’agenda d’un

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