Executive Coordinator

2 weeks ago

Hamilton, Ontario, Canada Hamilton Family Health Team Full time

Together, we do amazing things every day.

Imagine a supportive employer, a career that fits your lifestyle, and many learning opportunities. With the HFHT, you can have all of that, and more. We work hard to create an innovative and diverse workplace that values and celebrates the contributions of our employees. No matter what your role, working with us is about making a difference – every day

Your Opportunity:

The Executive Coordinator will provide comprehensive support to the CEO Office, Senior Leadership Team and the Board of Directors to ensure the effective and efficient functioning of the executive/administrative offices.

Meticulous attention to details, independently anticipate needs, think proactively and critically, and be a practical problem solver. The Executive Coordinator's primary responsibilities include Board of Director support, corporate planning, schedule management, office management, communication liaison, information preparation, records management, data analysis, and representing the senior leaders to others. The Executive Coordinator position mandates strict confidentiality and a high level of professionalism.

Are you experienced in…

  • Exceptional Executive Support
  • Managing and overseeing the corporate planning cycle for the Board and corporation
  • Managing the calendar and schedule of the CEO and Lead Physician including booking appointments, determine appointment/meeting requests, priorities, scheduling meetings, making travel and catering arrangements and ensuring the CEO and Executive Leadership Team (ELT)are kept informed of all scheduled appointments; prepares files and relevant materials for meetings and presentations
  • Providing ongoing administrative support for the ELT to ensure effective use of time and productive interactions
  • Supporting operational meetings by developing agendas, taking minutes, distributing meeting materials and coordinating meeting details
  • Supporting individual members of the ELT with project planning, information gathering, completing data and information analysis, and preparing reports/business plan/project plans
  • Managing governance processes for HFHT
  • Conducting research for internal and external meetings
  • Maintaining a detailed knowledge of the governance processes and protocols of the HFHT including in-depth knowledge of bylaws, and other statutory requirements
  • Planning, coordinating and attending and taking minutes at Board, Annual General and Board committee meetings, liaising with Committee Chairs, developing agendas, and coordinating and distributing materials
  • Maintaining all required governance documentation, including agendas, preparing meeting materials and packages, meeting calendars, minutes, resolutions, statutory filings
  • Participating in the delivery of a high level of customer service to internal and external stakeholders and community partners
  • Contributing as a team member to meet HFHT priorities and performance standards
  • Conducting research, compiling data and analyze current or proposed practices and procedures of the Executive Office, Board and its Committees
  • Organizing the Board of Directors and committee meetings and teleconferences, including coordinating meeting locations, meals, etc.
  • Managing other HFHT meetings such as the Annual General Meetings
  • Providing administrative support to quality improvement projects
  • Tracking project initiatives within an organization's strategic or action plans
  • Monitoring the progress of projects
  • Copy writing and editing of letters and official communications

*** The above responsibilities are not to be considered all-inclusive.

If so, we are looking for a future colleague who has…

  • Post-secondary education in business or office administration
  • Additional training or certification in project management and/or quality improvement
  • A general understanding of board governance and non-profit operations
  • 3+ years' experience in a similar position
  • Experience supporting executive or working in a senior leadership offices preferred
  • Ability to work autonomously with minimal supervision
  • Strong working knowledge of computers and databases
  • Demonstrated proficiency with the Microsoft Office suite of products
  • Working knowledge of office equipment; ability to troubleshoot equipment issues
  • Professional, diplomatic with high degree of discretion
  • Strong and confident verbal and written communication skills for integral tasks
  • Exceptional interpersonal, customer service and writing skills
  • Strong planning, project management, analytical and problem-solving skills
  • Flexible and able to manage multiple requirements in a fast-paced, changing environment
  • Detail oriented with a high degree of accuracy
  • Strong team player with the ability to work across all levels of the organization

Why join the HFHT?

  • Competitive Employee Value Proposition including, but not limited to:
  • Healthcare of Ontario Pension (HOOPP)
  • Meaningful, purpose-based work
  • 13 paid Stat holidays and one (1) extra float day
  • On-site parking
  • Ongoing green initiatives

Summary

Classification: Non-Union

Primary Location : Hamilton

Employee Class: Full-time (1.0 FTE)

Date Available: ASAP

Application Instructions

Interested applicants please submit résumé and cover letter as one document using naming convention Last name, First name_Position by email:

Note

If successful in receiving a job offer with the Hamilton Family Health Team, new hires may be required to provide proof of full COVID-19 vaccination prior to start date as a condition of their employment. If successful candidates are unable to get their COVID-19 vaccination as a result of a medical exemption, they may be required to submit supporting documentation to establish that they are exempt from this requirement.

The HFHT is committed to building a respectful, caring, equitable, and inclusive workplace where staff reflect the diversity of the communities that we serve. As such, we welcome applications from all qualified individuals including all equity-deserving groups. In addition, we are committed to accessibility and creating a barrier free hiring process in accordance with the Ontario Human Rights Code, and the AODA (Accessibility for Ontarians with Disabilities Act, 2005). Accommodation is available upon request at any point in the selection process by notifying the recruitment staff.

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