Executive Coordinator to The President, Ft

Reporting directly to the President & Chief Executive Officer, the incumbent will provide executive coordination and support, while professionally representing the organization to internal and external partners. The Executive Coordinator serves as a liaison to the executive leadership team, organizing and coordinating executive outreach and external relations efforts. Working in a confidential environment that is mission-driven, results-focused, and community oriented, the incumbent will establish and manage internal and external constituent relationships while providing consultative guidance in prioritizing and managing presidential/CEO accountabilities. The incumbent will perform a variety of administrative tasks supporting the President & CEO as well as Executive Leadership to aid in driving strategic priorities. The Executive Coordinator manages projects from conception to completion as well as the day-to-day administrative responsibilities pertaining to the Office of the President.

**DUTIES AND RESPONSIBILITIES**:
Administrative Support to Executive Level:

- Co-ordinates and tracks workflow, schedules, projects, and committee decisions through the Office of the President/CEO or hospital to ensure documentation is complete and accurate while ensuring follow-up is provided in a timely manner
- Provides senior administrative support by preparing materials and relevant updates for the President & CEO on outstanding projects and significant organizational priorities
- Co-ordinates the management of the Office of the President/CEO to ensure the highest level of professionalism, accountability, and results are demonstrated
- Maintains confidentiality at all times to preserve the integrity of the Office of the President/CEO and NH
- During an absence of the President & CEO, uses initiative and judgement to see that matters requiring attention are referred to delegated authority and appropriately handled in a timely manner
Supports the development of correspondence, including to community partners and government officials.
- Maintain calendar for the President/CEO and schedules meetings, arranges appointments, arranges for and confirms meeting logistics (A/V equipment set-up, physical lay-out of meeting room, catering, etc.) to ensure meetings are well organized and effective
- Ensures accuracy, completeness and appropriateness of all materials
- Prepares and distributes materials in advance for meetings to ensure attendees are well prepared to make decisions and take action, as needed
- Provides senior level administrative support, as needed, and attends and records minutes of meetings.
Strategic Plan:

- Provides ad hoc duties of a business nature to the President & CEO to ensure strategic plan priorities are supported
- Coordinate focus groups for organization's strategic planning process
- Liaise with strategic plan consultant (e.g. coordinate and forward requested information and documentation, etc.)

**QUALIFICATIONS**:

- Bachelor of Arts in Management, Health Administration, health informatics discipline or a related field.
- Relevant professional development in areas of executive coordination and leadership, process improvement, change management, project management, group facilitation.
- Minimum five years' experience in an administrative role, preferably in Health Care.
- Advanced computer expertise with Microsoft including Excel, Word and Power Point
- Above average written and verbal communication skills.
- Strong team player and proven track record in building and maintaining cross-team relationships.
- Extensive analytical and problem solving experience.
- Expertise in implementing new processes and/or procedures.
- Experience in problem solving, project leadership, and analytics preferred.
- Advanced computer skills and ability to work comfortably with spreadsheets, presentations, diagramming and word processing software (e.g. Excel, PowerPoint, Visio and Word).
- Work experience in a unionized Hospital setting an asset.
- Demonstrated ability to handle a large and diversified workload with rapidly changing priorities and challenging deadlines.
- Demonstrated commitment to continuing education.
- Demonstrated ability to employ problem-solving skills to remove obstacles and attain goals.
- Evidence of effective organizational, interpersonal, communication, judgment, decision-making, and conflict-resolution skills.
- Ability to work effectively within a multi-disciplinary team.
- Flexible, self-directed and able to work effectively with mínimal supervision.
- Comfortable dealing with the media, community stakeholders, the public and handle complaints.
- Consistent and regular attendance required.
- Proficiency in both official languages (English and French) will be considered an asset.
- Vaccines (COVID-19 and others) are a new hire requirement of the job unless you have an exemption based on medical or on a ground pursuant to the Ontario Human Rights Code
Recruitment Specialist: Carrie Garrits