Job Description

The Executive Assistant provides high-level administrative support to leadership within the Integrated Care, Patient Services, Quality, and CNE Portfolio. This role involves coordinating meetings, managing schedules, and assisting with project planning, execution, and reporting, while ensuring deadlines are met and communication flows effectively. The Executive Assistant also plays a key role in document management, supporting committee functions, and assisting with departmental priorities, all while fostering collaboration and maintaining professional relationships with internal and external stakeholders.
ROLE
The Executive Assistant - Integrated Care, Patient Services & Quality portfolio will provide administrative support and project support as directed.
Provide comprehensive executive-level administrative assistance, including calendar management, correspondence, document preparation, and coordination of priorities
Support leadership in planning, tracking, and executing departmental and cross-functional projects, ensuring deadlines and deliverables are met
Coordinate internal and external meetings, prepare agendas and minutes, track action items, and manage logistics such as scheduling and catering
Prepare, edit, and format reports, presentations, policies, and submissions for committees, leadership teams, and external stakeholders
Act as a key point of contact for internal and external partners; draft and distribute professional communications on behalf of leadership
Assist with the development and tracking of workplans, scorecards, and departmental initiatives that support the organization's mission and strategic priorities
Maintain project schedules, monitor compliance with frameworks, coordinate project documentation, and provide budget or reporting support as needed
Plan and support departmental events and initiatives such as Nurses Week, educational sessions, and leadership workshops
Maintain document control systems, ensuring proper archiving, accessibility, and confidentiality of leadership materials
Build positive relationships with internal and external partners, support process improvements, and contribute to a culture of excellence and teamwork * Other duties as assigned
QUALIFICATIONS

• Post-secondary education (degree or diploma) in a related field
• Minimum three (3) years related experience in a not-for-profit or healthcare-related sector
• Advanced computer skills and experience with Microsoft Office Word, Excel, PowerPoint, SharePoint, Teams and Zoom
• Experience with project & event coordination
• Ability to time manage, prioritize, and multi-task to tight deadlines

ADDITIONAL PERKS AT MAHC

• Staff referral program $1000 (for each successful permanent part-time and permanent full-time new hire you refer to MAHC)
• Retention Bonus $7500 (permanent full-time/permanent part-time, eligible positions only)
• Extended health benefits (permanent full-time)
• Enrolment in the Healthcare of Ontario Pension Plan (HOOPP)

ADDITIONAL INFORMATION
Location: Multi-Site, working on site at both the South Muskoka Memorial Hospital (SMMH) located in Bracebridge and Huntsville District Memorial Hospital (HDMH) located in Huntsville. Applicants must reside within 125km of one of our hospital campuses or be willing to relocate prior to starting. *Exceptions will be considered on a case-by-case basis
Hours of Work: Regular hours of work are 8:00 am - 4:00 pm however, shifts and hours may change according to departmental requirements per the collective agreement.
Recruitment Process
Submit your cover letter and resume together as either a PDF or Word document(s) to this posting by 11:59 pm on the closing date. Please Note: Applicants must submit their application through this posting listed to be considered. Email and paper submissions will not be accepted unless otherwise indicated.
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We thank all applicants for their interest in this opportunity. As much as we would like to reach out to every applicant, please note that only those selected for an interview will be contacted. Selection will be based on skills, abilities, experiences, and qualifications. MAHC reserves the right to conduct interview(s) or other applicable testing where required.
Conditions of employment for external hires includes;

• Proof of immunization and vaccination records to the Hospital's Occupational Health and Safety department
• Legal entitlement to work in Canada
• Satisfactory Criminal Record & Judicial Matters Check/Satisfactory Criminal Record and Vulnerable Sector Check

Our organization: MAHC is committed to a selection process and work environment that is inclusive and barrier-free. We encourage applicants from all equity-deserving groups, including but not limited to, individuals who identify as Indigenous, racialized, seniors, persons living with disabilities, women, and those who identify as 2SLGBTQ+.
Accommodation will be provided in accordance with the Ontario Human Rights Code. If you have accommodation needs for attendance at the interview, please advise us at time of the interview being scheduled
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Required Skills
Required Experience

Skills Required