Executive Assistant

Job Description

Are you highly organized, detail-oriented and able to work accurately in a busy environment with frequent interruptions?

Are you seeking a rewarding career that cares for others, in an organization that cares for you? You’re looking in the right place.

Reporting to the Vice Presidents (VPs), the Executive Assistant is responsible for providing administrative support to the Vice Presidents.

As an integral member of the team, the position coordinates a variety of processes in support of the work of the team including positive and successful interactions with internal and external stakeholders.

What do we offer?

We know wellness is supported with work-life balance. In an inclusive culture committed to support your passion for continuous learning, growth and innovation, we offer :

• Attractive comprehensive compensation packages and benefits
• Valuable development opportunities
• Membership in a world class defined benefit pension plan
• Flexible work location this position can be located at any of the 14 Ontario Health atHome offices

What will you do?

• Perform a wide variety of administrative duties as required by the VPs (in collaboration with other administrative staff), assists in cultivating a culture of continuous improvement to the support administrative roles at Ontario Health atHome
• Coordinates meetings and committees, including invitations, minute taking, and dissemination of materials etc. as required on behalf of the VPs’ team.
• Gathers information related to all required for reporting (including Ministry reports), coordinates the monthly input process and takes action to ensure deadlines are met.
• Receives and screens communications to the VPs as required and requested, and provides assistance using independent judgment to determine those requiring priority attention;

prioritizes and facilitates communication.

• Responsible to maintain and update information on the intranet, SharePoint (or M365), and MS Teams Channels as it relates to the VP portfolios.
• Coordinates and tracks internal approval processes and external requests where needed to ensure timely delivery.
• Coordinates plans and supports the implementation of special projects on behalf of the VPs.
• Coordinates / reviews expenses and prepares for approval according to the Travel and Meal Expense Directive. Communicates procedures to the Team.

Performs first-level review and initiates approval process.

• Coordinates vacation tracking for department and identifies trends that might lead to conflict within the department, brings to attention of the VP and recommends solutions.
• Coordinates the tracking form / document processes and support electronic filing system
• Provides coverage to the Executive Coordinator if applicable.
• Performs all other duties as assigned, including administrative support to other members of the VPs’ team as required.
• Embody Ontario Health atHome mission, vision and values and apply quadruple aim (enhancing patient experience, enhancing provider / staff experience, improving value and improving populations health) to support continuous quality improvement in daily work
• Exemplify, embrace and intentionally promote an inclusive work environment where all are meant to feel they belong
• Continually demonstrate a commitment to create a positive culture of equity, inclusion, diversity and anti-racism

What must you have?

Educational Qualifications

Post-secondary education - diploma / degree in business administration or equivalent experience.

Experience

• Minimum of 5 years-experience in supporting senior leaders
• Previous work experience in supporting multiple leaders is highly desirable
• Proven ability to perform complex office administrative work requiring the use of independent judgment.
• Experience in managing multiple calendars, tracking projects, arranging meetings, taking meeting minutes, and prepare internal and external documents.
• Experience working in an environment where multi-tasking, well-organized, and prioritization skills were required to manage competing demands and changing priorities.

Knowledge and Skills

• Working knowledge of Microsoft Office programs with the ability to produce reports with visual additions such as charts, graphs, tables, flow charts and diagrams.
• Knowledge and ability to navigate internal and external SharePoint sites and portals.
• Good knowledge of project tracking tools, such as MS Planner, MS Project, or other similar tools.
• Work experience in a health care or relevant environment considered an asset

Communication and Interpersonal Skills

• Excellent verbal and written communication skills and effective interpersonal skills.
• Ability to facilitate effective working relations with internal and external customers / stakeholders.
• Strong minute taking skills to clearly and accurately reflect discussions and decisions.
• Through teamwork, works with management, staff and others in a cooperative and collaborative manner to achieve the desired result.
• Handles sensitive and confidential information in a discreet and professional manner when discussing issues with other Ontario Health atHome staff or external patients.

What would give you the edge?

Ability to speak French or another second language

Hours of Work

Monday to Friday 8 : 30am to 4 : 30pm (37.5 hours per week)

Position Location and Travel

The successful candidate will work at both the Scarborough and Whitby offices. A valid Ontario driver's license and access to a reliable vehicle are required.

Who are we?

We are Ontario Health atHome, ready to serve every person in Ontario. We partner with patients and caregivers, primary care providers, hospitals, long-term care and retirement homes, service providers and Ontario Health Teams, to deliver responsive, accessible, integrated, patient-centred care.

If you’re interested in driving excellence in care and service delivery , and seeking an unparalleled opportunity to lead and learn, partner and connect, care and be cared for, this is your home.

Equity, Inclusion, Diversity and Anti-Racism Commitment

Ontario Health atHome is committed to a culture of equity, inclusion, diversity and anti-racism. We are committed to attracting, engaging and developing a workforce that reflects the diverse communities we serve.

We welcome and encourage applications from all qualified applicants. Accommodations for persons with disabilities required during the recruitment process are available upon request.

Date Posted : September 17 , 2024 Closing Date : September 27, 2024 Start Date : November 2024 Program : Patient Services Job Type : Full-time Salary : $57, 919.

15 - $69,159.48 / per year Group : Non Union Branch : Scarborough & Whitby Reports To : Vice President, Patient Service