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Executive Assistant
3 weeks ago
PURPOSE OF POSITION
To provide executive administrative support in the effective day-to-day management of Ontario Shores Centre for Mental Health Sciences (Ontario Shores) which frequently involves dealing with confidential and sensitive matters such as: preparing various reports and background briefing notes for the Vice President of Clinical Services in all aspects of the hospital's operation; assisting in the promotion and maintenance of good employee/employer relations amongst all Staff, Board, and Committees within the facility as delegated and in the community.
DUTIES and RESPONSIBILITIES
The incumbent is responsible for assisting and supporting the Vice President of Clinical Services and the Portfolio by:
• Providing executive administrative assistance to support the day-to-day activities of the Vice President of Clinical Services which frequently involves dealing with confidential and sensitive matters such as: preparing various reports, presentations and background briefing notes for SMT and directors.
• Overseeing the Vice President of Clinical Services' Outlook calendar of appointments and coordinating appointment schedules and making arrangements for travel, accommodation, meetings, conferences and luncheons.
• Participating in the ongoing advancement of the organization by active involvement in hospital and community strategic planning and implementation committees.
• Creating and maintaining the digital/physical filing system in accordance with Ontario Shores' records retention policy and maintaining the electronic filing system.
• Performing a variety of administrative tasks for the portfolio such as; preparing and submitting portfolio related reports, preparing invoices, preparing payroll, creating purchase and inventory requisitions, updating manuals and mailing lists, ordering and maintaining supplies, keeping inventory and assets control, contract management, preparing statistical reports and travel expenses and tracking hospital-wide training for the portfolio.
• Providing word processing services and preparing a variety of correspondence (letters, contracts, memoranda, reports, charts, minutes, memos, agendas, calendars, flyers, PowerPoints etc.) and proofreading materials to ensure the accuracy of grammar, spelling and punctuation.
• Providing administrative support for projects including annual corporate action plans, working with leaders and teams to ensure processes are in place to meet goals and timelines
• Monitoring program activities, relaying messages, redirecting calls as required and managing unforeseen changes and/or acting on own judgement in the absence of departmental contacts. Distribute information to internal and external parties as required.
• Coordinating meeting schedules, meetings and meeting rooms, equipment and preparing and distributing agendas and minutes.
• Working effectively with the Senior Management Team and the Executive Assistant Team.
• Leveraging innovative approaches and AI-powered productivity tools to streamline executive workflows
• Identifying and recommend emerging AI tools that can enhance executive efficiency and team collaboration.
- Provide coverage for EA team members as needed.
QUALIFICATIONS
• 3-5 years recent experience in a professional environment.
• Post-Secondary Education in Business Administration and/or Office Administration.
• Good judgment and decision-making ability in working with sensitive and confidential material.
• Ability to prioritize and organize own workload and to work independently.
• Proficiency and flexibility in use of computers and related software packages (Microsoft Office Suite: Word, Excel, PowerPoint, Access, Outlook); social media and strong keyboarding skills
• Ability to perform physical demands of the position and maintain good attendance.
QUALIFICATIONS PREFERRED
• Experience in a mental health or hospital environment.
KNOWLEDGE
• Job requires firm knowledge of administrative best practices and proven success planning, organizing and assisting with events.
• Job requires knowledge at Intermediate to advance Microsoft Office Suite computer skills and internet.
• Job requires knowledge of grammar, punctuation and spelling.
• Job requires knowledge of office equipment.
SKILLS
• Technical skills (Microsoft Office products, Meditech, EMS, CRM)
• Excellent verbal and written communications skills
• Strong interpersonal skills with the ability to establish solid working relationships with key external and internal stakeholders and colleagues
• Ability to work well in a fast-paced team environment
• Strong organizational skills
• Self-motivated and success-driven
• Positive ambassador of Ontario Shores
ACCOUNTABILITY
• Maintains compliance with Freedom of Information and Protection of Privacy Act, the Occupational Health and Safety Act.
• Accountable for understanding the Confidentiality and Privacy can Code of Conduct for Ontario Shores.
• Accountable to maintain attendance to satisfactorily perform the job.
• Ability to work independently with minimal direction.
• Job requires determining what information is confidential and whether or not is should be divulges when responding to inquiries.
• Follows procedures and guidelines for Ontario Shores
• Work effectively with the Executive Assistant Team
WORKING ENVIRONMENT
• Office Environment
• Requires intense concentration.
• Long periods of sitting
Job Posting Closing: December 29, 2025 at midnight. Please note any job applications after the closing date will not be considered.
