Executive Assistant

3 months ago

Deep River, Canada Deep River and District Hospital Full time

**Competition**: NU04-2024-09-16
**Department**: Administration
**Status**: Full Time
**Within**: Non-Union
**Hours**: Variable
**Salary**: $62,697-$69,663
**Posting Date**: 2024-09-16 1:45
**Closing Date**: 2024-09-22 23:59
**Position Summary**:
Provides administrative and operational support to the office of the Chief Executive Officer. Manages the administrative operations of the Executive Office with respect to planning, scheduling, managing documentation, anticipating needs and incoming and outgoing communication with mínimal supervision. The Executive Assistant supports the operations of the Board of Directors, including scheduling, recording, and support for governance activities. The role ensures effective operations and coordination of governance and operational aspects of the Executive Office, supporting delivery of strategic priorities of the organization.

**Position Relationships**:
Reports to the President/Chief Executive Officer. Works directly with the Chief Executive Officer, the Board of Directors, the Chief of Staff, and other members of the leadership team and staff in the course of carrying out daily activities.

Provides ongoing direction and guidance to the administrative staff on documentation requirements, information management, correspondence, reports, protocol, priorities and related items.

**Duties**:

- Provide administrative support to the office of the Chief Executive Officer, the Board of Directors, subcommittees and Chief of Staff of the organization.
- Coordinate and manage executive scheduling, prepare and organize operational strategic materials and plans.
- Compile and prepare information, agendas, correspondence, reports and other documentation, relating to committees as assigned.
- Coordinate activities related to the Board and other organizational activities, including attending and recording all Board, subcommittee meetings, and special projects or events.
- Develop and maintain administrative forms, draft policies and procedures, organize input and recommendations on amendments to existing policies and procedures, bylaws, reports, etc.
- Ensure Board Bylaws, policies and work plans are maintained.
- Maintain Executive Office files, and documentation related to organizational operations and governance, both physical and electronic.
- Provide administrative office support with meeting logistics, reservations, catering, travel, etc.
- Assume responsibility associated with role of Recording Secretary for the Board of Director and subcommittee meetings.
- Other duties may be assigned and may not be limited to the scope of an individual department.

**Qualifications**:

- Diploma in Office/Business Administration or equivalent required.
- Five years of experience in senior assistant role with related and progressive experience in a demanding office environment preferred.
- Experience in Healthcare preferred.
- Experience working with governance and supporting Board of Directors preferred.
- Experience with document management systems preferred.
- Understanding of medical terminology preferred.
- Highly developed ability to organize and prioritize a constantly changing workload.
- Demonstrated excellence in Microsoft Office products and graphic software packages.
- Maintain organizational, staff and patient/resident confidentiality.
- Ability to work independently and as part of a team in a fast paced changing environment.
- Ability to manage multiple projects effectively under mínimal supervision.
- Demonstrate initiative, sound judgment and attention to detail.
- Demonstrate professional demeanor, flexibility and adaptability.
- Excellent customer and quality service orientation.
- Excellent verbal, written, facilitative and computer skills.
- Exceptional Attendance.
- Must adhere to all policies, procedures, and standards of behaviour of the organization.

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