Job Description

Executive Assistant – 37.5 hours/week (6 month contract with the possibility of becoming a permanent position)

Overview

We are seeking an Executive Assistant to provide support to the Peterborough Family Health Team CEO, Board of Directors and Senior Management Team. This is a 1.0 FTE (37.5 hours per week, 7.5 hours per day x 5 days per week). This is a contract position until March 31, 2023 with the possibility of becoming a permanent position.

Responsibilities

Working with the CEO, Board of Directors and Senior Management Team, the person in this role:

• Coordinates meetings for the Senior Management Team.
• Processes correspondence, drafts replies, process expenses and other routine tasks required by the Senior Management Team.
• Coordinates Board of Director and AGM meetings, including booking of rooms, catering, updating of Board Manual, compiling and processing of minutes and preparation and distribution of meeting agendas and materials.
• Coordinates all Board Sub Committee meetings (Finance, Quality, Operations, Employee Council, PFAC & Governance) including booking of rooms, catering, compiling and processing of minutes and preparation and distribution of meeting agendas and materials.
• Identifies and communicates concerns and risks to Senior Management
• Triages incoming calls to Senior Management and routes inquiries as appropriate
• Responsible for travel, hotel reservations and registrations for conferences for the Senior
• Researches, collects, and compiles data through inquiries, Internet and library searches, as requested by the Senior Management Team.
• Orders and receives resources as identified by the Senior Management Team.
• Liaises with the Ministry of Health and family physicians to coordinate the required paperwork and signage to join or move within Family Health Organization.
• Responsible for maintaining an organized shared digital document filing system.

Qualifications

• Post-secondary education in a related field such as business administration.
• Demonstrated excellent customer service skills and professional demeanor
• Demonstrated effective verbal and written communication, interpersonal and public relations and problem-solving skills
• Proficiency in computer applications: Windows, Microsoft Office programs, email and internet research.
• Board governance experience
• Three years of experience in an executive office environment including demonstrated competence in word processing, minute taking, public liaison, telephone message intake, drafting policy and procedures.
• Experience in Health Care preferred
• Ability to set priorities and organize work accordingly in a busy office setting with multiple professionals
• Ability to manage multiple tasks and competing priorities in a busy office environment

Additional benefits of joining the Peterborough Family Health Team

• A provincial leader among Family Health Teams in Ontario
• Excellent team/office environment
• Organizational commitment to work-life balance
• HOOPP Pension Plan
• Optional Extended Health and Dental Plan
• Life/Disability Insurance Plan

The Peterborough Family Health Team are leaders in advocating for full vaccination against the COVID-19 virus and its variants, for persons who are medically able to receive the vaccination. All applicants should know that PFHT employees are expected to support this position and if medically able, maintain full vaccination. Interested candidates can email their resume and cover letter to resumes@peterboroughfht.com by the application deadline.

• Application deadline: September 8, 2022
• Hours: Monday to Friday – some evening work may be required
• Expected start date: As soon as possible
• Job type: Temporary, Full Time
• Salary: $52,104 – $58,656 per year based on full time equivalent

The Peterborough Family Health Team is actively committed to creating a diverse and inclusive workplace and encourages applications from all qualified candidates. The Peterborough Family Health Team offers accommodation for applicants with disabilities in its recruitment processes.