Job Description

Horizon Health Network is an equal opportunity employer.

COMPETITION #: 2023-69406

POSTING DATE: May 29, 2023

CLOSING DATE: June 11, 2023

ANTICIPATED START DATE: June 16, 2023

BARGAINING UNIT: Non-Bargaining

ZONE: Negotiable

DEPARTMENT: Corp Surgical General

FACILITY: Negotiable

POSTING TYPE: Permanent Full Time

JOB TITLE: Executive Assistant

CLASSIFICATION: Non-Bargaining

LANGUAGE: English Essential

HOURS OF WORK: Day, Subject to change due to operational requirements

SALARY: $39,390 to $55,510 per year (Pay Band 1) (Based on 37.5 hours per week)

JOB PURPOSE:

The Executive Assistant (EA) reports directly to the Regional Program Co-Leaders (Executive Regional Director, Co-Leader of Surgical and Intensive Care, Executive Clinical/Academic Department Head, Co-Leader of Surgical and Intensive Care, Executive Regional Director, Co-Leader of Emergency Care & Executive Clinical Academic Head, Co-Leader, Emergency Care) and provides administrative support in a professional, efficient and effective manner. As our ideal candidate, you have the ability to focus on details, organize and manage multiple projects concurrently while also managing your own time. You are energetic, motivated and comfortable communicating regularly via email, telephone and in person. This position involves the handling of confidential and sensitive information, materials and situations. Our successful candidate is highly driven and will take pride on a proven track record to provide senior level administrative support to our Regional Program Co-Leader Team.

QUALIFICATIONS:

• Demonstrated intermediate proficiency level in Microsoft Word, Excel, Outlook, PowerPoint and typing
• Demonstrated exceptional organizational and analytical skills
• Demonstrated skill in developing communications \xe2\x80\x93 written and visual; both content and format
• Ability and confidence to address/manage multiple priorities in a timely manner
• Prepare minutes, reports, submissions and summary briefs for various audiences, as required
• Organize and maintain filing systems; electronic and paper
• Minimum of five years\xe2\x80\x99 experience in a senior administrative position
• Demonstrated high level of competence in composition with excellent grammar and punctuation skills
• Demonstrated ability and willingness to learn new skills and computer applications
• Demonstrated ability to identify inefficiencies, provide and implement solutions
• Demonstrated strong initiative and ability to work independently
• Demonstrated regard for confidential information
• Demonstrated diplomacy, tact, and good judgement
• Exceptional interpersonal skills with demonstrated ability to interact effectively with staff, patients and families, partners and stakeholders
• Successful completion of high school supplemented by secretarial and office technology courses
• Proven excellent work and attendance record
• Ability to attend work on a regular basis
• Ability to perform the duties of the position
• Written and spoken competence in English is required
• Competence in oral French proficiency is an asset

KEY RESPONSIBILITIES:

Provide executive support to Regional Program Co-Leaders

• Prepare and distribute meeting materials, set up the location, document minutes and follow-up actions from leadership team meetings, committee meetings and other meetings required by the Regional Managers
• Ensure follow up to committee action plans and develop process to ensure appropriate timelines are maintained
• Prioritize and organize appointments for the Regional Managers with external and internal stakeholders, as required
• Maintain an effective filing system
• Draft response to correspondence as required
• Assist in the preparation and/or development of reports and presentations such as project report; month-end and annual reports, budget variance reports
• Draft, proofread and edit reports
• Coordinate and track all correspondence
• Manage restricted and confidential documents and data
• Support development and distribution of internal and external corporate communications, as required Respond to inquiries using initiative and judgement
• Respond to incoming calls, identifying urgent matters and important inquiries and redirecting them for appropriate action
• Provide appropriate advice and/or screening/referral to callers
• Gather, process, and distribute highly confidential information Manage logistics
• Complete travel arrangements including booking of travel and accommodations, assuring coordination of appointments and schedules within the travel plan
• Complete expense submissions
• Facilitate the hiring process within the Regional Programs
• Provide support when purchasing goods and services, including invoice processing

Act as an information resource by:

• Dealing with confidential issues in an efficient and professional manner
• Applying knowledge of corporate organization and policies
• Ensuring dissemination and coordination of information, both internally and externally
• Developing and maintaining effective working relationships

COMPETENCIES:

• Strong work ethic including willingness to accept new duties as assigned
• Ability to work as a team member, and to work independently with minimal direct supervision
• Ability to work flexible hours as required, if on occasion, meetings extend beyond regular hours

Applications for this position must be submitted on-line by June 11, 2023.

Horizon is committed to enhancing our diverse and inclusive environment for our employees and patients. We believe in a healthcare system that equally supports all people regardless of race, ethnicity, national origin, social background, religion, gender identity or expression, age, disability, or sexual orientation. An environment based on a commitment to diversity and inclusion supports our goal of safe and quality patient care.

NOTE: There will be no further postings for this position should there be no fully qualified applicants. If you wish to be considered for this position and have most of the qualifications as posted and the registration or licensure where required, you are encouraged to apply at this time.

Should testing be required to demonstrate language proficiency, the official results will be shared with the candidate, Human Resources and the requesting manager electronically and will be placed on the personnel file for Horizon hiring purposes.

Please quote Competition # 2023-69406-External. Horizon Health Network appreciates expressed interest, however, only candidates considered for an interview will be contacted. Human Resources Department, Horizon Health Network.

Horizon Health Network