Executive Assistant

**POSITION**:Executive Assistant - Couchiching Ontario Health Team - Contract no benefits

**REPORTS TO**:Executive Director, Couchiching Ontario Health Team

**PRIMARY RESPONSIBILITIES**:
Providing administrative assistance to the COHT team as required including:

- Maintaining confidential office administration functions including, preparing general correspondence, filing, photocopying, printing, and replenishing supplies.
- Work with current and new vendors to obtain the best pricing on all supplies.
- Assist in the management of the COHT ED schedule.
- Development of policies and procedures, guidelines, briefing notes, promotional materials and other documents.
- Compose material using correct grammar and spelling and produce information by formatting, inputting, editing, retrieving, copying, and transmitting text and data
- Ensuring that documents are received, filed and/or distributed in an accurate, timely and complete process.
- Assisting in the scheduling and coordination of meetings including production and distribution of notices, agendas, minutes and arranging for required catering, equipment and room bookings.
- Transcribing minutes and letters as required.
- Providing accurate and current answers to incoming general inquiries and/or redirecting compliments and complaints as appropriate in a timely manner.
- Distributing documents and invoices for approval/signature, redirecting invoices as required, and completing applicable data entry to ensure record and payment of invoice.
- Oversee the preparation and management of PCN and PFCN expenses.
- Transcribing minutes and letters as required.
- Interact with internal/external contacts with a high degree of professionalism.
- Attendance and support at community events (Orillia, Oro-Medonte, Severn, Rama) to promote COHT.
- Support recruitment of community members for the COHT Patient, Family, Caregiver Network.
- Work in compliance with Health and Safety laws adhering to safe work practices and procedures established by the Couchiching Family Health Team (CFHT).
- Maintain confidentiality
- Communicate regularly with local and regional partners
- Performs other duties as may assigned by the Executive Director, COHT and team.

**QUALIFICATIONS**:
**Education**:

- Post-secondary school diploma or degree in office or business administration
- Completion of a Medical Terminology course is an asset
- Police Record/Vulnerable Sector Check

**Experience**:

- Prior executive administrative experience required.
- Prior experience in a healthcare environment required

Competencies
- Excellent interpersonal and communication skills
- Excelling interpersonal skills
- Problem solving and conflict resolution skills
- Demonstrated administrative planning skills and skilled in preparing communications, presentation and reports
- Ability to communicate effectively, verbal and written, are essential in order to interact with various individuals and committees
- Demonstrated initiative and good judgement in problem-solving, identifying opportunities and decision making
- Demonstrated ability to time manage, prioritize, and multi-task to tight deadlines.
- Demonstrated attention to detail.
- Demonstrated ability to be highly motivated and flexible with the ability to adapt quickly to new situations/challenges.
- Demonstrated appreciation and respect protocol, professionalism, and confidentiality.
- Demonstrated ability to work efficiently, independently and in a collaborative environment.
- Demonstrated proven administrative, analytical, and planning skills
- It is a condition of employment that you receive the necessary vaccinations to protect against infection of COVID-19, or any similar infectious diseases, which may be recommended by government and public health authorities from time to time

Other:

- Demonstrates commitment to continued professional and personal growth and development through Continuing Education Programs and Self Directed Learning Opportunities.

**WORKING CONDITIONS**:

- Professional office environment
- Mostly remote, however, must be able to work in the community as needed

**Job Types**: Full-time, Fixed term contract
Contract length: 12 months

Pay: Up to $70,000.00 per year

Schedule:

- Monday to Friday

Work Location: Hybrid remote in Orillia, ON L3V 5X1