Executive Assistant to the Executive Director

4 weeks ago

St Thomas, Ontario, Canada St. Thomas Elgin General Hospital Full time

Job Summary:

The St. Thomas Elgin General Hospital Foundation is seeking a highly skilled and experienced Executive Assistant to provide administrative support to the Executive Director. This is a unique opportunity to join a dynamic team and contribute to the success of the Foundation.

Key Responsibilities:

  • Provide high-level administrative support to the Executive Director, including correspondence, reception, filing, and record maintenance.
  • Manage the Executive Director's calendar, scheduling appointments and meetings as needed.
  • Coordinate logistics for meetings, events, and functions attended by the Executive Director.
  • Develop and distribute agendas and minutes for meetings.
  • Receive and organize communication, correspond with internal and external stakeholders, and advise team members on pertinent information.
  • Foster relationships with diverse external and internal stakeholders, including the Executive Director, Board of Directors, foundation staff, hospital staff, community partners, volunteers, donors, government, and members of the public.
  • Embrace new challenges and take on special projects as directed.
  • Provide administrative support for various projects and committees as needed.
  • Act as liaison between the Foundation and St. Thomas Elgin General Hospital, ensuring timely distribution of Foundation reports.
  • Prioritize conflicting needs, handle matters expeditiously, and follow through on tasks.
  • Demonstrate professionalism and respect at all times through phone, email, or face-to-face meetings.
  • Provide a bridge for smooth communication between the Executive Director, Board, Standing Committees, staff, and internal departments, demonstrating trust and support to all levels.

Requirements:

  • Diploma or degree in Business Administration, Office Administration, or related equivalent program.
  • Executive Administration Diploma or equivalent combination of education and experience.
  • Minimum of three to five years' experience at the Executive Administration level, providing support to one or more individuals in an extremely fast-paced environment.
  • Previous experience working with volunteers.
  • Knowledge of Board Governance is an asset.
  • Minute-taking skills are an asset.
  • Knowledge with an aptitude for customizing online software and Raisers Edge would be an advantage.
  • Strong organizational skills that reflect the ability to seamlessly perform and prioritize multiple tasks with excellent attention to detail.
  • Demonstrated ability to establish and maintain productive professional relationships.
  • Proven ability to handle confidential information with discretion.
  • Ability to adapt to competing priorities while demonstrating the highest level of customer service.
  • Corporate Policy and Procedure coordination.
  • Self-motivated and able to take initiative and problem solve with minimal direction.
  • Advanced communication skills in both verbal and written communication.
  • Advanced computer expertise in Microsoft Office Suite, Time and Attendance.
  • Ability to demonstrate STEGH Foundation's core values and code of conduct in all interactions.

Key Competencies Required:

Strong Emotional Intelligence, Multi-tasker, Interpersonal Sensitivity, Ethical and Trustworthy, Service and Quality Orientation, Problem solver, Leadership Presence, Decision Maker, Strong Communication Skills (written and verbal), Responsible Team Player, Well-developed organizational skills, Organizational Awareness, Accountability for actions, Pleasant and kind demeanor.

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