Executive Assistant to the Managing Director
2 weeks ago
Bayshore HealthCare is a leading provider of home and community health care services in Canada. As a Platinum member of Canada's Best Managed Companies Program, we strive to deliver exceptional care to our clients. Our commitment to excellence has earned us recognition as a Best Practice Spotlight Organization from the Registered Nurses' Association of Ontario and a spot on Canada's Best Employers Forbes 2023 list.
The Executive Assistant to the Managing Director & Senior Operations Team plays a critical role in the success of our Home Care Solutions Division. This individual will provide administrative support to the Managing Director and Senior Team, ensuring they are well-prepared for meetings and events. The ideal candidate will have excellent organizational skills, attention to detail, and the ability to work independently with minimal supervision.
Key Responsibilities- Manage the calendar of the Managing Director, coordinating meetings, appointments, and events.
- Ensure the Managing Director and Senior Team are prepared for meetings, organized, and aware of commitments, timelines, and deliverables.
- Handle travel arrangements for the Managing Director, including booking flights, hotels, transportation, and managing travel itineraries.
- Organize email correspondence for the Managing Director, ensuring all priority items are addressed and timelines for responses are met.
- Manage confidential communication and information professionally, responding to sensitive internal and external inquiries.
- Work with the Director, Planning & Priorities to arrange Senior Operations Team meetings, take minutes, and follow up on action items.
- Ensure a high-functioning administrative system for correspondence, document storage, and retrieval.
- Communicate professionally with individuals inside and outside the organization at various levels, liaising with other members of the Senior Leadership Team, Government representatives, and serving as a professional ambassador for the division and Bayshore.
- Provide support to operational initiatives, such as scheduling, documenting, and tracking deliverables and action items.
- Support the resolution of operational issues and risks by assisting in follow-up actions and communication internally and externally.
- Post-secondary education in business administration, office management, or commensurate experience.
- 3-5 years of related experience and/or any combination of equivalent education and experience with knowledge of project management.
- Experience as an Executive Assistant or Administrative Assistant to a senior-level director/VP is required or experience in a busy, multi-person office environment.
- Experience working in Home Care, health care, or senior services would be an asset.
- Proficiency in Microsoft Office applications (Word, Excel, PowerPoint).
- Excellent interpersonal skills, including discretion in handling matters of a sensitive and confidential nature.
- Superior organizational and time management skills with the ability to prioritize and follow up on responsibilities with minimal supervision.
- High level of sound and independent judgment with the ability to make informed decisions.
- Attention to detail.
- Strong work ethic with the ability to handle pressure in a fast-paced environment.
- Strong commitment to continual learning.
- Excellent written and spoken English language skills.
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