Executive Assistant

1 month ago


Scarborough, Canada Scarborough Centre for Health Communities Full time

Scarborough Centre for Healthy Communities (SCHC) is dedicated to meeting the diverse, holistic health needs of the people of Scarborough by addressing the physical, mental, social, financial and environmental aspects of their health. Through the promotion of healthy lifestyles and delivery of a comprehensive range of culturally competent health and social services, we cultivate vital and connected communities.

We are currently looking to hire a:
**Executive Assistant II**
1-Full Time (35 hrs/wk)

**Reporting To**:
VP, System Integration, Innovation and Engagement

**Purpose**:
This role will interact with other Executive Assistants to ensure adequate support of the Senior Leadership Team. This individual will demonstrate critical thinking and sound decision making with considerable judgment and independence to coordinate complex administrative activities and support the work and operational decisions of the Vice President. Duties include but are not limited to meeting coordination, minute taking and distribution, scheduling appointments, project coordination, inventory management, and drafting both internal and external correspondence. The Executive Assistant II will have regular access to confidential material, and will assist in preparing, confidential materials in relation to finance, budgeting, organization-wide strategy, Board meetings, integration of services, acquisitions, Ministry requirements, and human resources /labour relations (including collective bargaining, performance management, discipline, grievances, etc.).

As an individual supporting the Vice President, it is integral that the Executive Assistant II respect confidentiality, represent and support the Vice President within the organization, and professionally interact with employees, management and the public. Confidentiality of work is paramount. Other duties as assigned as necessary.

The System Integration, Innovation and Engagement (IIE) Executive Assistant is the ambassador for SCHC, responsible for providing administrative support to quality, research, client experience, information technology and information management services including decision support, logistics support and other duties as assigned. The IIE Executive Assistant will demonstrate adherence and commitment to the values, goals, and mission of SCHC.

**Core Competencies**
- Organization and time management
- Problem solving & critical thinking
- Accountability and dependability
- Project coordination
- Ethics and Integrity
- Diplomacy
- Confidentiality
- Self-motivation
- Strong interpersonal skills
- Highly developed communication skills
- High energy
- Stress management
- Teamwork

**Key areas of responsibility**:
**1. Departmental Administration**
- Handle highly sensitive information in a professional and ethical manner
- Provide secretarial support to the VP, Integration, Innovation and Engagement (IIE)
- Assist in the planning and preparation of meetings, conferences and conference calls and distribute all meeting materials, i.e., agendas, background materials, minutes
- Manage correspondence, information and all confidential matters with discretion and in keeping with SCHC’s privacy policies and procedures;
- Prepare confidential correspondence, materials and agendas that involve labour relations / human resources, financial information or other confidential matters.
- Assist with human resources, labour relations activities, and work closely with Vice President and human resources/finance on such matters as they arise.
- Coordinate the flow of documents for the office, including obtaining approvals and distributing information to staff;
- Photocopying, filing, presentation/report writing, mail distribution and pick-up at main office site when requested;
- Provide regular data entry and coordination support for decision support including the support of the Electronic Health Record platform and vendor communications
- Handle administrative requests and queries from managers and staff
- Submit and reconcile expense reports
- Liaise with executive and senior administrative assistants to handle requests and queries from senior managers
- Assist in updating policies and procedures with the IIE team
- Plan meetings and take minutes for the IIE team
- Relieve members of the Executive Assistant team while on vacation, sick leave and workload pressures
- Work on IIE projects as assigned

**2. Reporting coordination**
- Respond, address and resolve reporting requirements, issues and enquiries of employees across the organization (i.e., data entry, business processes, creating workflows and standard work, etc.)
- Coordinate improvement requests from staff, including scheduling reporting requirements, auditing data quality reviews, supporting workflow changes.
- Liaises with other teams to oversee and maintain documented data standards for the Business Intelligence platform of the organization
- Schedule and manage repairs and maintenance, minor works and other work r


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