Executive Assistant to Vice Presidents

3 weeks ago

Toronto, Canada North York General Hospital Full time

IMAGINE a hospital where everyone is committed to excellence. We did. We are. From boardroom to bedside, we go above and beyond to offer the best and safest patient care. At North York General Hospital (NYGH), we put our patients first in everything we do. We are achieving a new standard of excellence in integrated patient-centered care and as one of Canada's leading community academic hospitals, we are building on our academic foundation through enhanced education, research and innovation. North York General Hospital is part of North York Toronto Health Partners, a collaborative partnership with patients, primary care, and community partners, a first- generation Ontario Health Team, driving the development of a locally integrated health system to serve the community. As part of our dynamic team, you too can stand out and be amazing At North York General, our team is making a world of difference.

As a result of the COVID-19 pandemic and the need to strengthen and promote health protection to patients, staff and members of the public attending in the hospital, prior to the first day of employment with the Hospital, all successful candidates are required to provide proof of COVID-19 vaccination (full vaccination is required) from the Ontario Ministry of Health website or other authorized source. An individual is fully vaccinated if they have provided proof of vaccination in the form of a receipt from COVaxON (the Ministry’s provincial system for COVID-19 vaccination information) and 14 days have elapsed from the final dose. In the event that you are unable to be vaccinated as a result of a ground protected under the Human Rights Code, you may submit a written explanation of the ground and any supporting documentation to determine if you are exempt from this requirement.

Position Summary

Executive Assistant to Vice Presidents

You will be part of a team of administrative professionals supporting the Senior Leadership Team. Specifically, you will be directly supporting two Vice-Presidents. Your goal in this position is to represent the Administration office in a professional and customer focused manner, and to provide a full range of administrative support to the daily activities of the Vice Presidents and other members of the Senior Leadership Team as needed. Utilizing a broad-based knowledge of NYGH policies, administrative practices and procedures, you will manage a variable and broad range of administrative activities, manage relationships with both internal and external contacts, handle complaints, and resolve administrative issues. You will have effective written and verbal communication, critical thinking and problem-solving skills. You have strong organizational and time management skills with the ability to multi-task and prioritize work. You are confident working under pressure in a fast-paced office with the ability to meet tight deadlines. You will embrace the challenge of prioritizing work demands in a fast paced and stressful environment. You will be nimble and adjust to shifting priorities. This position contributes to the shared responsibility of ensuring health and safety policies are followed to provide for a healthy environment for patients, staff, physicians, volunteers and families.

On a practical level, you will

• Provide administrative support to the daily activities of the Vice Presidents, and as needed, to other members of the Senior Leadership Team
• Be responsible for effectively managing the Vice Presidents' schedules, which includes scheduling, foreseeing conflicts and developing solutions
• Support the Vice Presidents by prioritizing work to ensure deadlines are consistently met
• Be responsible for the timely processing of correspondence,
• Handle a wide variety of inquiries and apply judgment in responding to inquiries autonomously
• Organize and maintain electronic and/or paper file management retrieval systems, including archiving correspondence and corporate documents
• Proactively identify requirements and prepare complex documents, presentations, briefing notes, databases, reports, spreadsheets, notices, using a variety of software programs with minimal direction
• Be responsible for ordering and maintaining the general office supplies
• Assist in coordinating events and meetings such as Board, board committee, and Annual meetings
• Participate in and lead activities to complete special projects, assignments and/or reports
• Support all aspects of meetings including but not limited to, agenda preparation, recording of minutes and logistics for Board Committees, Senior Leadership Team, corporate committees, working groups, and other meetings as required
• Work collaboratively to provide cross coverage and support as part of a team of Executive Assistants who support other members of the hospital's senior leadership team
• Undertake other duties as assigned

Qualifications

• College diploma/certificate or university degree in Administration or equivalent
• Minimum five (5) years in a senior executive assistant position in a fast-paced, customer focused environment; preferably at the executive level
• Experience in collaborating with internal and external stakeholders in a fast-paced environment
• Governance in Practice Program Certification, preferred
• Knowledge of healthcare industry and governance structure, preferred
• Excellent computer skills (Microsoft Office Suite, Microsoft Outlook, etc.)
• Proficiency in minute-taking, with the ability to write clear, concise and accurate minutes
• Excellent spelling, grammatical and typing skills
• Excellent interpersonal and customer service skills with the ability to communicate effectively with the public, Board Members, Government Officials, external stakeholders and Hospital staff at all levels
• Attention to detail and resourceful
• Experience in presentation preparation, building draft presentations based on high level instruction without immediate and constant supervision.
• Ability to work in an independent and self-directed manner
• Demonstrated discretion, tact and diplomacy, to maintain confidentiality, and respect for privacy
• Strong knowledge of general office practices, procedures and standards
• Bilingualism in French/English an asset

What We Offer

Working at NYGH means working with a dynamic team of fellow HR professionals, healthcare providers, staff, and volunteers in one of Canada's leading hospitals. This is a Full-Time Regular position with 75 hours bi­weekly, days, Monday to Friday. We offer a highly competitive total compensation package that includes benefits, pension, and vacation. If you were searching for more reasons to consider joining the wonderful team at NYGH, check out some features of our Total Rewards package by visiting nygh.on.ca

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