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Newmarket, Ontario, Canada Southlake Regional Health Centre Full timeJob SummaryThe Executive Coordinator to the President & CEO, Board Chair, Board of Directors provides effective and efficient administration and office management for the President & CEO, Board Chair, Board of Directors and members of the Executive Leadership Team. This role is responsible for coordinating and supporting meetings, preparing agendas and...
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Newmarket, Ontario, Canada Southlake Regional Health Centre Full timeJob SummaryThe Executive Coordinator to the President & CEO, Board Chair, Board of Directors provides high-level administrative support to the senior leadership team. This role requires exceptional organizational skills, attention to detail, and the ability to work in a fast-paced environment.Key ResponsibilitiesCoordinate and support meetings for the...
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Newmarket, Ontario, Canada Southlake Regional Health Centre Full timeJob SummaryThe Executive Coordinator to the President & CEO, Board Chair, Board of Directors provides high-level administrative support to the senior leadership team. This role requires exceptional organizational skills, attention to detail, and the ability to work in a fast-paced environment.Key ResponsibilitiesCoordinate and support meetings for the...
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Newmarket, Ontario, Canada Southlake Regional Health Centre Full timeJob SummaryThe Executive Coordinator to the President & CEO, Board Chair, Board of Directors provides high-level administrative support to the senior leadership team. This role requires exceptional organizational skills, attention to detail, and the ability to work in a fast-paced environment.Key ResponsibilitiesCoordinate and support meetings for the...
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Newmarket, Ontario, Canada Southlake Regional Health Centre Full timeJob SummaryThe Executive Coordinator to the President & CEO, Board Chair, Board of Directors provides high-level administrative support to the senior leadership team. This role requires exceptional organizational skills, attention to detail, and the ability to work in a fast-paced environment.Key ResponsibilitiesCoordinate and support meetings for the...
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Newmarket, Ontario, Canada Southlake Regional Health Centre Full timeJob SummaryThe Southlake Regional Health Centre is seeking an experienced Executive Coordinator to provide administrative support to the President and CEO, Board Chair, and Board of Directors. This is a key role that requires strong organizational and communication skills, as well as the ability to work effectively in a fast-paced environment.Key...
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Newmarket, Ontario, Canada Southlake Regional Health Centre Full timeWe are seeking an experienced Executive Coordinator to provide administrative support to the President and CEO, Board Chair, and Board of Directors at Southlake Regional Health Centre.Key Responsibilities: Coordinate and support meetings for the President & CEO, Board Chair, Board of Directors, and senior team, preparing agendas, recording minutes, and...
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Newmarket, Ontario, Canada Southlake Regional Health Centre Full timeJob SummaryThe Executive Coordinator to the President & CEO, Board Chair, Board of Directors provides high-level administrative support to the senior leadership team. This role requires exceptional organizational skills, attention to detail, and the ability to work in a fast-paced environment.Key ResponsibilitiesCoordinate and support meetings for the...
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Executive Coordinator to the CEO and Board of Directors
2 months ago
About the Role
The Southlake Regional Health Centre is seeking an experienced Executive Coordinator to provide administrative support to the President and CEO, Board of Directors, and senior leadership team. This is a key role that requires exceptional organizational and communication skills, as well as the ability to work in a fast-paced environment.
Key Responsibilities
- Coordinate and support meetings for the President and CEO, Board of Directors, and senior leadership team, including preparing agendas, recording minutes, and following up on action items.
- Manage the President and CEO's calendar of appointments and commitments.
- Prepare and submit expense reports for the President and CEO.
- Coordinate conference and travel activities for the President and CEO, Board of Directors, and senior leadership team.
- Coordinate and delegate all incoming and outgoing correspondence and information, ensuring responses are prepared in a timely manner.
- Provide administrative support to the senior leadership team as required.
- Act as the front-line contact for the senior leadership team.
- Lead the Executive Coordinator team within the Administration office, training, developing, and mentoring as needed.
- Develop and implement effective administrative procedures to ensure the efficient operation of the office.
- Act as a role model within the organization with regards to document management and computer program expertise.
- Respond to internal and external inquiries with confidence.
- Use tact and discretion when dealing with internal and external contacts at all levels.
- Establish and maintain effective liaison with directors, managers, physicians, and staff throughout the hospital.
- Provide guidance and support to staff and others making presentations to the Board of Directors.
- Develop a system for and manage the flow of information and documents in the Senior Administrative office.
- Use considerable judgment with respect to issues that can be handled independently or may require the attention of the President and CEO.
- Use discretion and judgment to manage shifting priorities.
- Deal with the unpredictability associated with deadlines, interruptions, distractions, and fluctuations in workload.
- Responsible for an extensive workload dealing with all aspects of the role of the President and CEO as well as the Board of Directors.
- Plan own work schedule and prioritize workload within established deadlines.
- Manage a large volume of tasks without losing sight of details while maintaining an awareness of priorities.
- Ensure compliments and complaints are recorded and processed appropriately through the patient relations department.
- Assist with all aspects related to the Board of Directors, including coordinating meetings, assisting with the planning and coordination of the Annual General Meeting, Board Orientation, Board Retreat, and Strategic Planning sessions.
- Assist the Nominating Sub-Committee in all aspects of Board recruitment, Board election, and re-election process, appointment of officers, etc.
- Act as Administrative Lead Governance & People Committee and Nominating Sub-Committee.
- Assist with all onboarding activities for new Board members.
- Prepare and submit all Board Member expense reports and reports related to the Broader Public Sector Accountability Act (BPSAA).
- Manage Board Evaluation Process including assessments of Board Meetings, the Board, the Board Chair, the Board Vice Chair, Individual Board Members, and Board committee Chairs.
- Maintain official Minute Binders for the Board.
- Provide administrative support to the Board Chair and Vice Chair when required.
Requirements
- Minimum five years senior experience and skills in an office environment.
- Demonstrated knowledge of office administration skills.
- Excellent issues management and relationship building skills.
- Thorough knowledge of office procedures.
- Excellent working knowledge of Windows, word processing, spreadsheets, and email programs.
- Excellent verbal and written communication skills.
- Excellent interpersonal skills and ability to interact well with all levels of staff and the community.
- Excellent organizational and time management skills to adapt to continually changing priorities.
- Demonstrated ability to meet goals and objectives within specified time frames.
- Demonstrated ability to work in a fast-paced environment with multiple demands at a time.
- Excellent analytical and problem-solving skills.
- Demonstrated ability to work independently and use good judgment, and as a team member.
Education
- University degree in Business Administration or equivalent.
- Five years' experience as an Executive Assistant in a healthcare setting preferred.
- Knowledge of relevant legislation and regulations of government and ministry directives and guidelines preferred.
- Previous Board of Director experience preferred.
