Executive Assistant to the Managing Director
3 weeks ago
Job Summary
Bayshore HealthCare is a leading provider of home and community health care services, and we are seeking an experienced Executive Assistant to support our Managing Director and Senior Operations Team. As a key member of our team, you will play a critical role in ensuring the success of our Home Care Solutions Division.
Key Responsibilities
- Manage the calendar of the Managing Director, coordinating meetings, appointments, and events, and follow up on availability.
- Ensure the Managing Director and Senior 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, and draft 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 a high-functioning administrative system for correspondence, document storage and retrieval, and communication, role modeling a professional, responsive, and high-functioning division and Senior Operations Team.
- 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.
- Ensure 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 the 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.
Requirements
- 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).
Skills and Abilities
- 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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