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Executive Assistant, Executive Office

2 weeks ago

Markham, Canada Markham Stouffville Hospital Full time

**Land Acknowledgement**:
Oak Valley Health honours the traditional territory of the closest Indigenous communities, the Chippewas (chi-puh-waas) of Georgina Island and the Mississaugas of Scugog Island. The Haudenosaunee (Ho-de-no-shau-nee) and Anishinaabe (Ah-nish-in-ah-beh) have lived, worked and existed on this land from time immemorial. This land is covered by Treaty 13 signed with the Mississaugas of the Credit, and the Williams Treaty signed with many Mississauga and Chippewa bands.

**COVID Statement**

**Who you are**:

- You encompass Oak Valley Health’s core values and live the words of Respect, Trust, Commitment, Compassion and Courage
- You are a patient and/or client centered individual who performs at an exemplary standard
- You are a team player with excellent communication, critical thinking and prioritization skills

**What we are looking for**:
As a member of the Executive Assistant team, we are seeking a self-directed, independent critical thinker who is well-organized to provide complex administrative support within the executive offices. Exercising considerable judgment you will anticipate the senior leaders professional needs and produce first rate documentation to support them. To succeed in this role you must have a full understanding of hospital policies and procedures, be discreet and professional, able to accept and assume responsibility while making appropriate decisions based in accordance with your role. Areas of responsibilities include:

- Coordinating meetings by organizing and preparing agendas, recording and distributing minutes and the room is set up and all requirements are met
- Researching, composing and typing various draft internal and external correspondence, reports, proposals and presentations
- Arranging internal and external appointments and meetings ensuring the required stakeholders and material are organized and prepared to ensure success of the meeting/appointment
- Assisting with various facets of special projects
- Maintaining an effective filing system (hard copy and electronic files)
- Maintaining the image of the Executive Office by adhering to a professional and consistent standard
- Cross coverage for administration support and other duties as assigned by a member of the senior management team

**What you bring to the role**:

- Post secondary degree or diploma level education in office/administrative management, with specific file/data management training
- A minimum of 3-5 years of recent relevant executive assistant experience supporting a member of the executive leadership team within a healthcare environment is essential
- Proven record in ensuring confidentiality, integrity, professionalism and diplomacy at all times
- Proven MS Office proficiency (Word, Excel, and Powerpoint) required
- Proven ability to research and develop power point presentations for the senior team
- Demonstrated excellent organizational skills with ability to prioritize tasks and meet deadlines in a fast-paced environment
- Superior communication (verbal and written) skills and the ability to effect strong public relations with Board members, staff, physicians, volunteers, community, and government staff
- Proven well-developed customer-service focus
- Demonstrated ability to work both independently and collaboratively within a team environment
- Excellent critical thinking skills with the ability to think independently to proactively anticipate the needs of the senior team
- Must demonstrate high initiative and efficiency with accurate attention to detail
- Demonstrated good attendance and performance record with the ability to maintain this same standard
- Demonstrates a commitment to a healthy and safe workplace for self and others (staff, patients, families, etc.) by taking all reasonable precautions and working in compliance with organization related policies, health and safety legislation and best practices and completing relevant mandatory education as required

**Work Schedule**:
**Compensation**:
Band N: $35.02 - $42.61 per hour

**Who we are**:
Oak Valley Health is one of Ontario’s leading community healthcare organizations. Across our two sites (Markham and Uxbridge) and Reactivation Care Centre (RCC), we provide high quality, patient-centred care to more than 435,000 patients each year. We offer diagnostic and emergency services and deliver clinical programs in acute care medicine and surgery, addictions and mental health, and childbirth and children’s services. We are also proud to be part of the Eastern York Region North Durham Ontario Health Team (OHT).

Our 526 physicians, 28 midwives, 2,400 staff and 1,000 volunteers serve patients and families with an honoured to care mindset and are focused on delivering an extraordinary patient experience to the residents of Markham, Whitchurch-Stouffville, Uxbridge and beyond. We are dedicated to providing access to the right care, at the right time, in the right place by the right people and at the right cost.