Executive Assistant

2 months ago

Greater Sudbury, Canada Health Sciences North Full time

**Executive Assistant**:
Competition #

4977

Job Title

Executive Assistant

Department

Vice President, Medicine & Chief Nursing Executive

Status

Permanent

Work Type

Full-time

Affiliation

Non Union

Shift Assignment

Days

Bilingualism Required

No

Police Check Requirement

N/A

Site

RLHC-Non Union Non Managment

Salary Information

$34.61 to $40.72 per hour

Application Closing Date

January 31, 2024

**KEY FUNCTION**:
Provide efficient and confidential administrative support, and ensure the day-to-day operations are effectively and efficiently managed, coordinated, and performed.

**REPORTING**:
Under the general direction of the Vice President, Medicine & Chief Nursing Executive.

**DUTIES**:

- Manage and coordinate the flow of information to and from the Vice President, Medicine & Chief Nursing Executive office.
- Coordinate and schedule appointments and prioritize and maintain the Vice President, Medicine & Chief Nursing Executive schedule.
- Coordinate travel arrangements leadership team; complete travel expense claims for submission and approval as required.
- Monitor and assist with budgetary preparation and ensure submission deadlines are met.
- Oversee accounting of expenditures, and distribution of funds as required.
- Manage patient and employee complaints and direct to appropriate area for timely response.
- Prepare and organize a variety of documents and correspondence in an accurate and professional format, and obtain approval prior to issuance as required.
- Coordinate meetings/conference calls, prepare agendas, ensure appropriate follow-up, book meeting rooms, coordinate audio visual (AV) and catering requirements, and facilitate videoconference events.
- Complete special projects as assigned.
- Maintain and update filing systems and electronic record management systems.
- Process bi-weekly payroll data as required.
- Coordinate regular and special events as assigned.
- Facilitate the gathering of statistical information and coordination of reporting requirements as it pertains to the specific program.
- Provide administrative support to members of the administrative team as required.
- Ensure the Vice President, Medicine & Chief Nursing Executive is kept abreast on all internal and external issues, and is advised of and prepared for all appointments and meetings.
- Act as a liaison between the Vice President, Medicine & Chief Nursing Executive and HSN’s Board of Trustees, senior leadership, management, physicians, staff, internal and external stakeholders, and the general public.
- Act as the recording secretary for assigned committees.
- Determine and align improvement projects with HSN’s Strategic Plan; monitor and adjust to achieve goal outcomes.
- Participate in education and training specific to current, relevant federal and provincial health and safety legislation, standards and guidelines.
- Educate and promote health, safety and wellness in the work place.
- Represent the department or program on various committees and in meetings as required.
- Perform other duties as assigned.

**QUALIFICATIONS**

**EDUCATION AND TRAINING**:

- Minimum of a two (2) year Diploma in Office Administration or Business Administration, from an accredited college.
- Ministry of Labour “Worker Health and Safety Awareness in 4 Steps” training certificate is required.

**EXPERIENCE**:

- Minimum of three (3) years’ experience working in an administrative support role at a senior management level, preferably in a health care environment.

**KNOWLEDGE/SKILLS/ABILITIES**:

- Demonstrated minimum typing speed of 50 words per minute.
- Demonstrated superior time management, prioritization, organizational, analytical, critical thinking, problem-solving, and leadership skills.
- Demonstrated proficiency in taking and transcribing minutes.
- Demonstrated ability to compile data, and independently manage small to medium sized projects.
- Demonstrated training, experience or utilization of lean methodology for process improvement.
- Demonstrated ability to independently identify issues, plan improvements, measure success and continue improvement.
- Demonstrated excellent computer skills with proficiency in Microsoft Office software (Word, Excel, Power Point and Outlook) and patient information systems.
- Demonstrated superior interpersonal and communication skills, both written and verbal.
- Demonstrated ability to manage routine correspondence, multiple tasks/projects, diversified workload and rapidly changing priorities and challenging deadlines.
- Demonstrated discretion and maturity when handling confidential information.
- Demonstrated commitment to the safety of co-workers and patients.

**PERSONAL SUITABILITY**:

- Demonstrated ability to work flexible hours and attend mandatory meetings as required.
- Demonstrated commitment to continuous quality improvement.
- Proven ability to work independently and in a team environment.
- Demonstrated commitment to ongoing professional development.
-

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