Executive Assistant, Corporate Administration

Compensation Pay Range:
$32.34-$39.66

**Job Description**:
We are looking for a dynamic individual to join CHEO’s Executive Assistant Team. The Executive Assistant position supports CHEO’s Leadership Team in their pursuit of delivering the highest level of care for children, youth, and families. The Executive Assistant is responsible for providing administrative, secretarial, and clerical support, ensuring confidentiality and efficient conduct of business through the office.

REPORTING

Under the general direction of the Manager of the Executive Office and inclusive but not limited to one of the following members of the CHEO Executive Team:

- Chief Talent Officer

**MAIN RESPONSIBILITIES**:
Characteristic responsibilities include:

- Maintains continuous personal awareness of all PSU activities falling under the responsibility of the V.P.’s, Senior V.P., or Chief of Staff to interpret and directs for disposition, inquiries, and directives from the other V.P.’s, Senior Management, and the public by providing assistance and required information verbally and/or in writing.
- Formats electronically based reports and correspondence; prepares spreadsheets; takes summary notes at meetings as required; prepares documents for review.
- Photocopies, collates, faxes, and distributes documents. Proofreads documents for grammar and spelling.
- Arranges meetings or appointments, schedules use of board and conference rooms, makes arrangements for meetings such as arranging or confirming attendance, preparing agendas and material and co-ordinating catering.
- Maintains an up-to-date calendar of upcoming events and priorities and coordinates meetings as required.
- Liaises with senior staff of the PSU’s under the responsibility of the V.P., Senior V.P., or Chief of Staff and coordinates retrieval of internal responses for matters requiring a reply.
- Controls telephone communications by determining the urgency of calls, inquiries, and requests for meetings. Redirects and/or tactfully handles complaints and sensitive issues. Arranges meetings, maintains schedule of the V.P., Senior V.P., Chief of Staff or Medical Department Chief’s appointments and itinerary of coming events. Gathers and prepares meeting documentation as necessary.
- Assesses the nature and sensitivity of verbal and written requests, prioritizes, and takes appropriate action. Analyzes nature of incoming inquiries, obtains necessary background information and refers to V.P., Senior V.P., or Chief of Staff or to appropriate staff and follows up to ensure action has been taken.
- Researches, analyzes, and summarizes necessary material for the preparation of reports and correspondence. Composes correspondence for the V.P., Senior. VP., or Chief of Staff’s signature and, as directed, signs it on his/her behalf. Reviews correspondence and reports for the V.P., Senior V.P. or Chief of Staff’s signature for format, grammar, accuracy and completeness.
- Makes travel and accommodation arrangements and prepares travel claims as required.
- Formats reports and correspondence electronically; prepares spreadsheets; prepares meeting agendas; takes accurate minutes of meetings, prepares final product for review and distribution. Transcribes tapes as required.
- Establishes, develops, and maintains various internal office routines: databases, tracking systems, filing systems, monthly reports, BF systems and confidential files.
- Maintains detailed bookkeeping records and enters data into the computer for revenue and expenses. Reconciles accounts on a monthly basis and provides month-end activity reports. May be required to prepare cheques and cash for bank deposits.
- Coordinates and prepares documents for payment.
- Coordinates the collection of annual report information from all divisions and services within the department. Formats the documentation to comply with design and layout requirements.
- Other duties as assigned.

QUALIFICATIONS

EDUCATION AND TRAINING:

- Diploma in Office Administration.
- Experience and formal training combined with demonstrated performance and ability may substitute for stipulated education requirements.

EXPERIENCE:

- Minimum of one year of experience in a more responsible administrative assistant function.

SKILLS/KNOWLEDGE/ABILITIES:
Demonstrated abilities:

- Comprehensively use software including word processing, spreadsheet, presentation, electronic mail, and video meetings, specifically the Microsoft Office suite of products.
- Take accurate notes or minutes of meetings and transcribe to final product.
- Take steps to ensure timely completion of tasks by adjusting priorities as required.
- Adapt to changes to meet organizational requirements.
- Communicate effectively and concisely, both orally and in writing.
- Deal effectively with internal and external customers.
- Exercise sound judgement, discretion, and a high degree of confidentiality.
- Working knowledge of applicable occupational health and safety legislatio