Job Description

Title: Executive Assistant
Department: Facilities, Planning & Redevelopment
Hours of Work: Full-Time Position; Days
Salary: Class 4 - $70,689.45 - $84,827.73 per annum + benefits/pension
Union: Non-Union
Location: Kingston General Hospital site or Hotel Dieu Hospital Site


PRIMARY FUNCTION


Reporting to a Vice President/Executive Vice President(s), the Executive Assistant (EA) offers value to the organization and roles they support by enabling the efficient operations of the Executive Offices and Board of Director activities. Applying critical thinking, analysis and judgment, the EA provides expert administrative support to proactively manage the flow of high-profile information, create related documents, and manage dynamic and complex calendars and deadlines.


The EA is responsible to complete assigned tasks while applying a current understanding of emergent organizational and office issues and priorities, governance policies, standards of administrative work, internal and external relationships and operating activities of the executive office and Board of Directors.


The EA contributes to the positive reputation and profile of the organization, the executive office and the Board of Directors by demonstrating a high degree of professionalism, integrity, discretion and judgment in managing inquires, information and work which are confidential and sensitive in nature


Within this role the incumbent is accountable for contributing to the delivery of the Kingston Health Sciences strategy. As an employee, one must demonstrate an awareness of and be responsible for actively promoting and supporting patient and family centered engagement and care in all we do.


RESPONSIBILITIES & DUTIES INCLUDE:

• 
  Working self-directed and independently for substantial periods of time, the incumbent performs a broad variety of multifaceted, analytical and administrative tasks to assist the Vice President/Executive Vice President in their day to day work leading the organization, ensuring effective flow of information, communication and seamless operations of the Vice President/Executive Vice President\xe2\x80\x99s offices and achievement of targeted outcomes and timelines exercising considerable judgement; including developing and producing complex documents, reports, proposals, BN\xe2\x80\x99s and presentations; collecting and preparing information for meetings with both internal and external stakeholders and partners; composing and preparing correspondence; maintaining contact lists; making travel arrangements; processing pre-approvals, expense and mileage claims as required; and assisting with special projects as requested. The incumbent supports, initiates and facilitates communications and interactions with other departments collaboratively within the hospital as well as with external stakeholders and community partners in a manner consistent with the mission and values of KHSC.
  
• 
  Coordinating daily activities of the office of the Vice President/Executive Vice President ensuring its efficient operations using tact, judgement and knowledge by: providing comprehensive calendar management, making independent decisions and recommendations to ensure smooth day to day functioning of the office; prioritizing inquiries and requests; resolving conflicts; making appropriate informed decisions regarding priorities and available time and ability to complete high volume tasks or projects with little or no guidance.
  
• 
  Act as a liaison and support to Committee(s) of the KHSC Board of Directors; arranging and handling all logistics for committee meetings and events; scheduling meetings, drafting agendas; developing, compiling, drafting briefing notes, and distributing meeting materials; and recording meeting minutes on behalf of the Executive Lead for the Committee. Adhering to applicable rules and regulations as set out in the KHSC Corporate Bylaw, Board Policies and in accordance with applicable legislation.
  
• 
  Working closely with the Vice President/Executive Vice President, keeping them informed of upcoming commitments and responsibilities, following up appropriately and acting as a \xe2\x80\x9cbarometer\xe2\x80\x9d, having a sense of the issues taking place in the environment and organization.
  
• 
  Support for the Senior Leadership Team meetings, including scheduling, drafting of agendas, compiling, and distributing meeting materials and recording of minutes.
  
• 
  Support for Senior Leadership Committees as assigned, arranging meeting logistics, including scheduling, drafting of agendas, compiling, and distributing meeting materials and recording of minutes.
  
• 
  As the first point of contact for the Vice President/Executive Vice President Office, the Executive Assistant acts with a high degree of professionalism, integrity, independent judgement, and critical thinking for inquiries which are of a confidential and/or critical in nature; maintaining credibility and trust. Ability to prioritize and determine appropriate course of action, referral, or response, exercising judgement in accordance with organizational policies and legislation. Including information that may be highly confidential or sensitive in nature; the ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround.
  
• 
  In addition to support for the Vice President/Executive Vice President, this position also supports other leaders in the hospital as required, including senior leadership and their direct reports and provides cross coverage and support to the Executive Assistants and other Senior Administrative Assistants.
  

Note: Actual executive portfolio assignments may evolve/shift over time, based on operational needs.


BASIC QUALIFICATIONS:

• 
  Completion of Community College Diploma (3-year program) or equivalent
• 
  Completion of a University degree or equivalent, preferred
• 
  5-7 years of significant position related experience
• 
  Significant executive support experience, including supporting C-level executives. Non-profit board experience is highly preferred.
• 
  Analytical and problem-solving skills and proven ability to research and summarize information.
• 
  Expert proficiency with Microsoft Office and desktop publishing software; ability to design and edit graphic presentations and materials.
• 
  Demonstrated advanced proficiency with current computer software applications such as the Microsoft Office suite of products (including Word, Excel, PowerPoint, Access, and Outlook, SharePoint, OneNote)
• 
  Experience/knowledge in electronic filing, Adobe Pro, PCS, SAP, OPER, OTN, Citrix, KRONOS, Internet/Intranet, WebEx, Other software application as requested
• 
  Strong verbal and written communication skills.
• 
  Exceptional organizational skills and impeccable attention to detail.
• 
  High degree of professionalism in dealing with diverse groups of people, including Board members, senior executives, staff, community partners, donors, and funding partners.
• 
  Ability to make appropriate, informed decisions regarding diverse priorities and available time.
• 
  Ability to complete a high volume of tasks and projects with little or no guidance.
• 
  Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround.
• 
  High level of integrity and discretion in handling confidential or at-risk information.
• 
  Excellent judgment is essential.
• 
  Ability to switch gears at a moment\xe2\x80\x99s notice.
• 
  Understanding complex technical diagrams, charts, or worksheets
• 
  Accounting or IT technical skills (i.e., programming)
• 
  Develop standardized work and institute best practices
• 
  Specialized equipment training, as required
• 
  Proven ability to attend work regularly.
• 
  Satisfactory criminal reference check and vulnerable sector check required.
  

PHYSICAL REQUIREMENTS:
The applicant must be able to meet the physical demands of this position.