Administrative Assistant

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

The Administrative Assistant position is primarily responsible for providing administrative support to Directors, Managers, Team Leaders or projects/programs. As part of this role, the Administrative Assistant undertakes an assortment of administrative duties, including coordinating and scheduling meetings, managing, and maintaining documents and SharePoint sites, and handling new employee onboarding requests.

Here is what you will be doing:
- Provides administrative support and assistance including managing the executive’s calendar, booking boardrooms and equipment, making travel arrangements, completing and logging travel expense accounts, ensuring accuracy of calculations and allowable expenses.- Receives inquiries and determines urgency of attention.- Compiles information, ensuring Executive has all necessary information and materials for meetings.- Prepares and proofreads a variety of documents including correspondence, slide presentations, charts, and project plans.- Prioritizes conflicting needs; handles matter expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.- Organizes and maintains departmental records as accurate and complete and develops and maintains filing systems.- Maintain information exchange and collaboration with the internal and external stakeholders.- Ensures documents are kept updated and responds to requests for materials regarding the region in general.- Provides assistance and facilitation of divisional meetings including coordinating agenda items, taking minutes and following up on items discussed for action.- Receives, reviews, and prioritizes incoming mail, referring matters for action as appropriate.- Follows up on outstanding items ensuring timely responses.- Responds to inquiries, internally and externally, ensuring appropriate actions, dissemination of information and follow up as necessary.- Assists in the efficient operation of the office by liaising with other Ontario Health departments resolving issues and ensuring new staff / consultants have appropriate and necessary supplies and equipment.- Assumes responsibility for specific projects as required.

Here is what you will need to be successful:
Education and Experience- Completion of a high school or college diploma, major in administrative studies, business administration, commerce, or recognized equivalent- 1-2 years of related work experience is required- Experience in providing all aspects of administrative support to a manager or a team within a program- Proficient in operating office equipment such as photocopier, binding machine, fax, etc.- Proficient in MS Office suite (Word, Excel, PowerPoint, Sharepoint)- Bilingual (English/French) is considered an asset

Skills and Abilities- Ability to work well under pressure and use good judgment in assessing and responding to difficult situations- Analytical and problem-solving skills and proven ability to research and summarize information- Excellent organizational and time management skills- Excellent interpersonal and customer service skills- Excellent verbal and written communications skills

Employment Type: Permanent Full-Time

Salary Band: 2

Internal Application Deadline Date: March 15, 2024

Note: As part of the initial recruitment screening process, applicants must confirm that they are fully vaccinated against COVID-19. If applicants are not fully vaccinated, they will be required to identify any accommodation needs pursuant to a protected ground under the Code. Applicants who identify an accommodation need will be required to provide supporting documentation with respect to their need for accommodation when requested by Ontario Health. If no such accommodation is identified, the applicant will not be eligible to proceed through the recruitment process.

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