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Executive Assistant III

2 weeks ago

Lindsay ON KV M, Canada ROSS MEMORIAL HOSPITAL Full time

Company Bio

Ross Memorial Hospital (RMH) is an active, acute-care community hospital located in the heart of the City of Kawartha Lakes. Among our acute and continuing care services, our team cares for 45,000 patients per year in the 24/7/365 emergency department, provides orthopedics and ophthalmology, operates a dialysis unit, and is renowned for its mental health programs and restorative seniors care. The Ross family takes pride in providing compassionate, quality patient care.

Position Summary

Reporting to the President & Chief Executive Officer, the Executive Assistant III provides high-level executive and governance support to the President & CEO and the Board of Directors. The role ensures the efficient, professional coordination of the CEO's Office and all Board and committee governance processes—anticipating needs, safeguarding confidentiality, and enabling timely decisions in a fast-paced environment.

Key Responsibilities

Board Governance & Committee Management

  • Drive end-to-end governance workflows for the Board and its committees: annual work plans, agendas, materials, minutes, records, and follow-up on action items. Plan and execute the Annual Meeting and Special Members Meetings, Board orientation, education sessions, retreats, and special events.
  • Maintain and continuously improve governance documents (e.g., orientation manuals, policies), coordinate by-law/policy reviews, and steward approval processes.
  • Coordinate Board recruitment, onboarding, and evaluation processes; support accreditation-related governance requirements.
  • Lead meeting logistics (virtual/in-person): venues/ICT, guest speakers, teleconferencing, and catering, ensuring seamless delivery. Serve as a primary conduit for Board communications.
  • Monitor and track governance timelines and deliverables, championing continuous improvement and compliance with RMH governance practices.

Executive Support to the President & CEO

  • Steward the daily operations of the CEO's Office: complex calendar management, correspondence, meeting preparation, and proactive briefing material assembly.
  • Track and drive priority initiatives, ensuring accountability, timely execution, and clear follow-through on decisions and action items.
  • Receive and assist visitors, staff, and external stakeholders; respond to inquiries and triage issues to appropriate personnel with discretion and tact.
  • Draft, refine, and elevate executive-level communications, presentations, and reports. Coordinate travel and prepare expense reports for the President & CEO.
  • Exercise judgment and initiative, including taking authorized action during the CEO's absence to maintain momentum on key matters.

Essential Qualifications

  • Bachelor's Degree (e.g., Business Administration or related field) or an equivalent combination of education and experience.
  • Minimum five (5) years' experience providing executive-level support, preferably in a hospital or complex, multi-stakeholder environment.
  • Demonstrated governance experience (e.g., coordinating Board/committee processes, producing agendas/minutes/materials, and supporting policy/by-law reviews). Familiarity with Ontario governance best practices and hospital/healthcare environments considered an asset.
  • Advanced proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint) and strong keyboarding abilities; excellent business writing, composition, and minute-taking skills.
  • Exceptional judgment, discretion, and political acuity; proven ability to manage multiple priorities with accuracy and attention to detail in a fast-paced setting.
  • Strong interpersonal, listening, and communication skills; self-starter with initiative and the ability to work effectively with leaders, staff, physicians, partners, and community stakeholders.
  • Must be able to fulfill physical requirements of the job, as per current Physical Demands Analysis

Hours of Work

Primarily day shift, Monday to Friday; some early mornings and evenings may be required to support Board and committee meetings. Shifts and hours may change according to departmental requirements.

The role is onsite in Lindsay, ON.

Employment Equity

Ross Memorial Hospital is committed to meeting the needs of persons with disabilities. Accommodation will be provided throughout the hiring process at the request of the applicant.

Employees must meet expectations for appropriate, respectful and professional conduct, as set out in the RMH Code of Conduct.