Executive Assistant to the Managing Director
6 days ago
Bayshore HealthCare is a leading provider of home and community health care services, showcasing its achievement as a Platinum member of Canada's Best Managed Companies Program every year since 2006. As a Canadian-owned company, Bayshore HealthCare prioritizes providing exceptional patient care.
The Executive Assistant to the Managing Director & Sr. Operations Team plays a pivotal role in the overall success of the Home Care Solutions Division. This individual must be enthusiastic about ensuring the Managing Director and Senior Team are set up for success, with attention to detail and the ability to keep a busy, multi-team member office running smoothly and efficiently.
This role provides a wide range of senior administrative support, including scheduling meetings, arranging travel, planning events, preparing meeting minutes, reports, presentations, and correspondence, managing and maintaining documents and SharePoint sites. The Executive Assistant requires a keen sense of tact, diplomacy, and customer service, as well as being an organized individual who can think two steps ahead to keep the team well-organized while ensuring deliverables from meetings are met.
Key Responsibilities:
• Manage the calendar of the Managing Director, coordinating meetings, appointments, and events, and follow-up on availability, requiring ongoing review, planning, and critical thinking to ensure both short-term and long-term meetings are scheduled.
• Ensure that the Managing Director and Sr. Operations Team are always 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, and submit expenses in a timely manner.
• Organize the email correspondence of the Managing Director, ensuring all priority items are brought forward and addressed, and timelines for responses are met.
• Manage confidential communication and information professionally, respond to sensitive internal and external inquiries, including drafting routine and non-routine correspondence.
• Work with the Director, Planning & Priorities to arrange Senior Operations Team meetings, take minutes, and follow-up on action items arising from team, divisional, and BHCS Area Directors meetings.
• Ensure high-functioning administrative systems for correspondence, document storage and retrieval, and communication, role modeling a professional responsive and high-functioning division and Sr. Operations Team.
• As one of the first points of contact for the division, communicate professionally with individuals inside and outside the organization at various levels, liaison with other members of the Senior Leadership Team, Government representatives, and serve as a professional ambassador for the division and Bayshore.
• Provide a positive customer service experience for internal and external stakeholders.
• Draft and distribute the weekly BHCS Newsletter.
• Generate complex and detailed presentations and other communication materials.
• Organize events on behalf of the division, such as Area Directors annual on-site meetings.
• Provide support to operational initiatives, such as assisting with scheduling, documenting, and tracking of deliverables and action items.
• Support resolution of operational issues and risks by assisting in follow-up actions and communication internally and externally.
• Conduct internal research to support projects and the needs of the Managing Director.
Other Responsibilities
• Must be willing to travel to branches as required, with a valid driver's license and access to a car as needed.
• Participate in ongoing internal and/or external continuing education activities.
• Adhere to Bayshore Policies and Procedures.
• Participate in quality activities and continuous improvement initiatives in keeping with the company's Quality Management System.
• Maintain confidentiality of client and corporate information in accordance with Bayshore policies.
Requirements
We offer a competitive salary range of $65,000 - $80,000 per year, depending on experience.
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