Job Description

Posting #: 2023-926605

Position: Executive Assistant, President & CEO

Department: Corporate Administration

Non Union

Status: Full-Time

Site: Oakville. May require regular travel to Milton, Georgetown and other sites

Hours: Monday to Friday days with flexibility to attend early morning and evening meetings.

Organizational Profile

Halton Healthcares vision of Exemplary patient experiences, always, goes beyond just the patient experience; it has shaped our culture and remains at the core of every interaction in our organization, from our patients & their families to our staff, physicians and volunteers.

We believe in exemplary PEOPLE experiences always!

At Halton Healthcare you will thrive in a healthcare environment that embraces inclusion, diversity and belonging with exemplary patient care, always at the heart of everything we do.

Halton Healthcare takes great pride in providing quality, compassionate healthcare services to our rapidly growing communities.

Position Profile

Reporting to the President & CEO, the Executive Assistant is responsible for providing comprehensive administrative support to the President & CEO and facilitates the efficient operation of the Office of the President & CEO. This includes providing proactive and timely administrative support for daily activities as well as special projects and other assignments as required. Work assignments are complex in nature and considerable judgement, tact, and initiative are required to respond to requests, manage the President & CEOs calendar, and support problem resolution. The Executive Assistant must maintain an excellent knowledge of Hospital activities, demonstrate a thorough understanding of the Presidents priorities, and develop positive internal and external relationships.

The Executive Assistant is responsible for addressing all inquiries received in the President & CEO\xc2\xb4s Office, managing the President & CEO\xc2\xb4s complex and fluid schedule, and preparations for meetings involving internal and external stakeholders. This role is responsible for scheduling and communications specific to the Board, peer hospitals, and government officials. This includes agenda preparation, facilitating virtual meetings, minute-taking and action follow-up.

The Executive Assistant will also provide day-to-day support and guidance to Senior Administrative Assistants in the Corporate Administration Office, who report to and support the organizations Senior Leadership team members. The Executive Assistant will be responsible for orientation, training and attendance management of the team; while ensuring appropriate coverage and consistency in processes, correspondence, and other administrative practices. The Executive Assistant will be capable of supporting virtual and/or remote leaders and team members, and adaptable to new and emerging technologies.

The position serves as a liaison and main point of contact between the President & CEO and senior members of the organization, Board members, staff, physicians, volunteers and other external stakeholders from government, industry, other healthcare organizations, donors and supporters. The Executive Assistant is responsible for processing all correspondence received by the President & CEO, ensuring compliance by the organization in meeting strict deadlines (e.g., hospital responses to MOHLTC requests), as well as ensuring receipt of communication by appropriate individuals throughout the organization.

The Executive Assistant is responsible for drafting correspondence and reports, preparing payroll and other office functions. The position provides support to the broader Senior Leadership team as required, including meeting preparations and minute-taking at weekly Senior Leadership Committee Meetings and other meetings as required.

Candidate Profile

• Office administration diploma from a recognized college or equivalent experience required; University degree preferred
• Minimum of 5 years experience in a similar position supporting a senior level executive required
• 2 years experience leading/supporting a team of administrative support preferred
• Advanced working knowledge of Microsoft Office applications including Teams, Outlook, Word, Excel, and PowerPoint. Experience in Visio and Adobe products preferred
• Extensive experience providing sophisticated calendar management for multiple individuals
• Experience working in a hospital or healthcare setting, including related technology, preferred
• Familiarity with the political landscape an asset
• C-Suite experience preferred
• Experience with social media and/or virtual meeting technology an asset
• Exceptional typing speed and accuracy required
• Extensive experience taking minutes of meetings required
• Demonstrated ability to effectively prioritize and manage multiple projects with strict deadlines
• Present well-developed organizational skills
• Demonstrated tact, diplomacy, professional discretion and confidentiality
• Exceptional customer service and collaboration skills
• Exceptional verbal and written communication skills
• Self-directed and able to work effectively with minimal supervision
• Demonstrated commitment to ongoing learning and able to learn new tasks quickly

Salary: $39.03/hour - $48.79/hour

Internal applications due by: November 20, 2023

In accordance with the Accessibility for Ontarians with Disabilities Act and the Ontario Human Rights Code, Halton Healthcare will provide accommodations throughout the recruitment and selection process. If you require an accommodation, we will work with you to meet your accommodation needs to ensure your equal participation.

In accordance with Directive #6, Halton Healthcare has implemented a COVID-19 Vaccination and Management Policy. All new hires must be fully compliant with our Policy as a condition of employment with Halton Healthcare. Successful applicants will be required to provide proof of vaccination or proof of a documented medical exemption as part of the hiring process.

As part of our Safety Culture Action Plan, all Halton Healthcare staff, physicians and volunteers are encouraged to be vigilant about identifying and reporting safety incidents in their everyday practice. They also have a role in analysis, recommendations and follow through to implementation.

All personal information is collected under the authority of the Freedom of Information and Protection of Privacy Act.