Couchiching Ontario Health Team- Executive Assistant

**Couchiching Ontario Health Team**

**JOB DESCRIPTION**

**POSITION**:Executive Assistant - Couchiching Ontario Health Team

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

**EFFECTIVE DATE**:May 2025

***:
The Executive Assistant is responsible for providing administrative support to the Executive
Director and the Couchiching Ontario Health Team (COHT). This role maintains and projects a
positive customer service atmosphere and is an integral part of the daily operations of COHT.

**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 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
- Demonstrated advanced computer skills in Windows, all Microsoft Office
- 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
**WORKING CONDITIONS**:
Professional office environment
Hybrid - Primarily remote, however, must be able to work within the community as required