Executive Assistant, Ft

Reporting directly to the Executive VP, Clinical Operations, and CNE, the incumbent will provide executive administration support, while professionally representing Niagara Health to internal and external partners. The Executive Assistant serves as a liaison within Clinical Operations to organizational leaders from NH, internal partners (i.e. Finance, Communications, ICT) and external hospital partners including our educational partners.
The Executive Assistant plays a key role in fostering a culture of achievement, results, and positive working relationships within Clinical Services and across the hospital. This role requires the incumbent to provide executive administration supports, as identified, and provide support to key clinical operations activities and ensures a high level of attention to project deliverables and accountabilities. In addition, the successful incumbent supports the annual budget process and regular budget reporting and tracking.
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 supporting the EVP, Clinical Operations, CNE. The Executive Assistant supports projects from conception to completion as well as the day-to-day administrative responsibilities.

**DUTIES & RESPONSIBILITIES**:

- Administrative Support to Executive Level:

- Co-ordinates and tracks workflow, schedules, and projects 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 EVP, Clinical Services, CNE on outstanding action items and projects.
- Manages the calendar of EVP, Clinical Services, CNE in a manner that ensures appropriate preparation, results oriented meetings, and appropriate follow-ups by anticipating and prioritizing needs of the EVP, Clinical Services, CNE, and provides necessary appointment logistics, pertinent information and contact requirements.
- Provides senior administrative guidance and support to members of the Clinical Operations leadership team.
- Maintains confidentiality at all times to preserve the integrity of NH.
- Provides support to budget reporting and tracking on a monthly, quarterly, and annual basis.
- During an absence of the EVP, Clinical Operations, CNE, 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 and distribution of correspondence to NH staff and other parties.
- 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.

**QUALIFICATIONS**:

- Completion of a Community College diploma specializing in Office Administration or equivalent.
- Clinical operations experience an asset.
- Administrative experience in a unionized Hospital setting an asset.
- A minimum of three years administrative experience in an executive level administrative role including acting as the point of contact for board committees; or an equivalent combination of education, training and experience.
- Demonstrated proficiency in minute-taking, transcription and tracking action plans and deliverables.
- Experience with event management, preparation of reports and presentations.
- Ability to deal with the community stakeholders, the public and able to triage complaints.
- 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.
- Advanced computer skills and ability to work comfortably with spreadsheets, presentations, diagramming and word processing software (e.g. Excel, PowerPoint, Visio and Word).
- Demonstrated ability to handle a large and diversified workload with rapidly changing priorities and challenging deadlines.
- Demonstrated commitment to continuing education.
- o 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.
- 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
Re