Executive Assistant to the Managing Director
4 weeks ago
Bayshore HealthCare is a leading provider of home and community health care services, proudly showcasing its achievement as a Platinum member of Canada's Best Managed Companies Program every year since 2006. In 2015, Bayshore achieved the designation for Best Practice Spotlight Organization from the Registered Nurses' Association of Ontario. Bayshore Healthcare is also Canada's Best Employers Forbes 2023 list.
Under the direction of the Director of Priorities & Planning, the Executive Assistant to the Managing Director & Sr. Operations Team plays a key role in the overall success of the Home Care Solutions Division. The role requires an individual who is enthusiastic about ensuring the Managing Director and Senior Team are set up for success. Attention to detail and keeping a busy, multi-team member office running smoothly and efficiently will be critical.
The role will provide a wide range of senior administrative support ranging from scheduling meetings, arranging travel, planning events, preparation of 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. The incumbent must be an organized individual who can think two steps ahead of what will be required to keep the team well organized while ensuring deliverables from meetings are met. They must be passionate about collaborating with internal and external stakeholders and can build and maintain strong working relationships with all levels of Government, management and branch staff.
Key Responsibilities- Manage the calendar of the Managing Director, coordinating meetings, appointments and events and follow-up on availability.
- Ensure that the Managing Director and Sr. Operations Team is always prepared for meetings, organized and aware of commitments, timelines, and deliverables.
- Handle travel arrangements for 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 system for correspondence, document storage and retrieval & 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 of the organization at a variety of levels; liaison with other members of the Senior Leadership Team, Government representatives and is a professional ambassador for the division and Bayshore
- Ensures 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 assist 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
- Conducts internal research to support projects and the needs of the Managing Director
- Post-secondary education in business administration, office management or commensurate experience
- 3-5 years 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 judgement with 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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