Executive Assistant

At Ontario Health, we are committed to developing a strong organizational culture that connects and inspires all team members across the province.

Our vision is that together, we will be a leader in health and wellness for all. Our mission is to connect the health system to drive improved and equitable health outcomes, experiences and value.

How we work together is reflected through our five values : integrity, inspiration, tenacity, humility and care.

What Ontario Health offers :

Achieving your career goals is a priority to us. Benefits of working at Ontario Health may include the following based on employment type :

• Fully paid medical, dental and vision coverage from your first day
• Health care spending account
• Premium defined benefit pension plan
• 3 personal days and 2 float days annually
• Individual contributors start at 3 weeks’ vacation with 4 weeks at 2 yrs.
• Career development opportunities
• A collaborative values-based team culture
• Wellness programs
• A hybrid working model
• Participation in Communities of Inclusion

Want to make a difference in your career? Consider this opportunity.

Here is what you will be doing :

Working collaboratively as a team member for Ontario Health Regions, the Executive Assistant will provide executive services, support and serve as the primary point of contact internal and external stakeholders on all matters.

Here is what you will need to be successful :

Provides executive services to ensure timely and accurate information is prioritized, researched, analyse and summarized to ensure the executive is kept apprised of issues, operations and activities of the functional area.

Serves as the focal point of contact between the Executive and Ontario Health leadership and stakeholders across the health system to manage corporate linkages and protocols.

Manages the flow of communications to and from the office to facilitate the prioritization, coordination and delegation of requests for information and to ensure the Executive is properly briefed in all significant matters.

Provides preliminary review, synopses and compilation of materials prepared for the Executive’s review, or in preparation of meetings.

Plans and oversees the scheduling of meetings, speaking engagements and presentations and coordinates the preparation and / or compilation of background materials.

Completes a broad variety of administrative tasks including managing an extremely active calendar of appointments.

Completing expense reports.

Composing and preparing correspondence that is sometimes confidential, arranging detailed travel plans, itineraries, and agendas;

and compiling documents for travel-related meetings.

Leads and participates on assigned projects by researching and summarizing topics on a variety of operational and other matters.

Attends meetings, working groups and committees as part of a community of practice with other Executive Assistants across Ontario Health.

Manages day to day office operations including budget administration

Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks

Prioritizes conflicting needs; handles matter expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.

Participates as an adjunct member of the Executive Team including assisting in scheduling meetings and attending all meetings

Assists in coordinating the agenda of senior management team meetings and off-sites, and all staff meetings

Facilitates cross-regional coordination of travel and outreach plans

Ensures documents are kept updated and responds to requests for materials regarding the region in general

Edits and completes first drafts for written communications to external stake holders

Edits all, and creates acknowledgement letters to external stakeholders

Education and Experience

Graduation from a college or university; or equivalent education and experience

Strong work tenure : 5 to 10 years of experience supporting C-Level Executives, preferably in public sector / non-profit organization within a highly demanding work environment with expertise in prioritizing and managing competing priorities and deadlines.

Experience and interest in internal and external communications and partnership development

Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media web platforms

Knowledge and Skills

Knowledge of executive office protocols and administrative systems within a government environment

Political acuity and effective stakeholder management skills.

Skilled in managing work processes, adapting procedures, and providing optimal services

Flexibility and an ability to work with tight timelines

Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail

Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and external and internal stakeholders.

Expert level written and verbal communication skills

Demonstrated proactive approaches to problem-solving with strong decision-making capability

Emotional maturity

Highly resourceful team-player, with the ability to also be extremely effective independently

Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer / client service and response

Demonstrated ability to achieve high performance goals and meet deadlines in a fast paced environment

Forward looking thinker, who actively seeks opportunities and proposes solutions.

Employment Type : Permanent Full-time

Paygrade : 3

Location : Ontario (currently hybrid; subject to change)

All applicants must be a resident of Ontario to be considered for roles at Ontario Health.

Internal Application Deadline Date : June 17, 2024

Ontario Health encourages applications from candidates who are First Nations, Métis, Inuit, and urban Indigenous; Francophone;

Black and racialized; members of 2SLGBTQIA+ communities; trans and nonbinary; and disabled.

We encourage applicants with accessibility needs to notify us if they have any accommodation needs in the application and / or interview process.

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