Executive Assistant to The Board of Health

The Middlesex-London Health Unit (MLHU) has an exciting opportunity for a full-time Executive Assistant to the Board of Health (BOH). Reporting, via a matrix reporting relationship, to the Board of Health and the Chief Executive Officer (CEO), the Executive Assistant provides professional and confidential executive administrative support to the BOH and all its Committees.

Initiative, leadership, discretion, and efficiency combined with exemplary organization, good problem solving, and strong communication skills, are needed to be successful in this position. The Executive Assistant to the BOH works both independently, and as an integral member of a team. This position requires flexible working hours and some evening work.
- Supporting and advising the Board Chair, Vice Chair and Committee Chairs on commitments, responsibilities and emerging issues;
- Supporting the BOH orientation process annually, ensuring all members receive appropriate education and training;
- Coordinating the agenda item submission and revision process, and facilitating agenda review meetings with the Board Chair and Committee Chairs and the Medical Officer of Health (MOH) and the Chief Executive Officer (CEO);
- Completing the formatting, editing, review, printing, collating, distribution, and uploading of Board of Health reports and agenda packages to the MLHU website in advance of Board of Health meetings;
- Preparing formal correspondence items for the BOH agenda, including recommending appropriate action;
- Attending all monthly Board of Health meetings and other Standing Committee meetings, including confidential in camera meetings, to set up, take minutes, and ensure meeting follow-up;
- Serving as the primary contact for the BOH, building and maintaining relationships with community and provincial partners;
- Creating reporting calendars to enable tracking of legislative reporting requirements;
- Managing internal and external stakeholder contacts for the BOH and triage issues as required;
- Handling and/or directing inquiries and complaints from the general public and staff in a professional and mature manner;
- Preparing legal documents and invoices for execution, ensuring proper review processes according to organizational policies and procedures;
- Providing administrative back up support for the Executive Assistant to the Medical Officer of Health and the Executive Assistant to the CEO, including attending meetings, committee or special meetings and preparing agenda packages and minutes as required;
- Composing correspondence and communicate to the general public, government agencies, external partners and various levels of the organization on behalf of the BOH;
- Preparing briefings and presentations on various topics;
- Coordinating the performance appraisal process for the MOH and CEO on behalf of the BOH committee.
- Performing other general administrative duties, including but not limited to record retention, managing correspondence, preparing invoices for approval, booking travel arrangements, etc.

**QUALIFICATIONS**:

- Successful completion of a post-secondary degree in Business Administration, Public Administration or comparable program or an equivalent combination of relevant education/experience;
- 5 years’ experience in senior administration preferably at the executive level and in a unionized environment;
- Proven experience dealing with highly sensitive and confidential issues while exercising discretion;
- Effective verbal and written communication skills and ability to exercise tact in relating to all levels of staff and the general public;
- Exceptional attention to detail, organizational abilities and time management skills;
- Able to manage multiple priorities with highly developed problem-solving skills;
- Strong leadership, interpersonal, and collaboration skills when working with others while maintaining a level of professionalism;
- Self-motivated with the ability to work independently with minimum supervision;
- Working knowledge of all relevant Acts, legislation and regulations (e.g. HPPA, Municipal Act.) is an asset.
- Communication proficiency (written and verbal) in French and/or any other languages is highly desirable.

The salary for this position ranges from $71,485 to $84,101, based on qualifications and experience.