Want to make a difference in your career? Consider this opportunity!
Working collaboratively as a team member in Ontario Health West, the Executive Assistant is primarily responsible for providing administrative support to senior level staff including VPs. As part of this role, the Executive Assistant supports the office of the executive, including planning and coordinating meetings, triaging requests coming into the office, and executing day-to-day office activities as they relate to administrative tasks.
Here is what you will be doing:
Provides executive services to ensure timely and accurate information is prioritized, researched, analyzed and summarized to ensure the executive is kept apprised of issues, operations and activities of the functional area
Assists in the flow of communications to and from the office to facilitate the prioritization, coordination and delegation of requests for information and to ensure the Executive is properly briefed in all significant matters
Provides preliminary review, synopses and compilation of materials prepared for the Executive’s review, or in preparation of meetings
Supports portfolio and regional meetings including setting schedules and agendas, completing minutes, tracking action items and deliverables
Plans and oversees the scheduling of meetings, speaking engagements and presentations and coordinates the preparation and/or compilation of background materials
Completes a broad variety of administrative tasks including managing an extremely active calendar of appointments
Completing expense reports
Composing and preparing correspondence including confidential materials
Leads and participates on assigned projects by researching and summarizing topics on a variety of operational and other matters
Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks
Prioritizes conflicting needs; handles matter expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures
Facilitates cross-regional coordination of travel and outreach plans
Ensures documents are kept updated and responds to requests for materials regarding the region in general
Works in collaboration with other Executive Assistants to support the regional Executive Team as required and to achieve the regional goals and deliverables
Here is what you will need to be successful:
Education and Experience
Graduation from a college or university; or equivalent education and experience
Strong work tenure: 5 to 10 years of experience supporting VP/C-Level Executives, preferably in public sector/non-profit organization within a highly demanding work environment with expertise in prioritizing and managing competing priorities and deadlines.
Experience and interest in internal and external communications and partnership development
Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Sharepoint platforms
Knowledge and Skills
Knowledge of executive office protocols and administrative systems within a government environment
Political acuity and effective stakeholder management skills.
Skilled in managing work processes, adapting procedures, and providing optimal services
Flexibility and an ability to work with tight timelines
Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, internals and external partners
Expert level written and verbal communication skills
Demonstrated proactive approaches to problem-solving with strong decision-making capability
Highly resourceful team-player, with the ability to also be extremely effective independently
Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response
Demonstrated ability to achieve high performance goals and meet deadlines in a fast paced environment
Forward looking thinker, who actively seeks opportunities and proposes solutions
Employment Type: Permanent Full-Time
Employment Location: Western Ontario (Hamilton, London, Kitchener/Waterloo, Windsor) (currently virtual; subject to change). All applicants must be a resident of Ontario to be considered for roles at Ontario Health.
Internal Application Deadline Date: June 29, 2022
Note: As part of the initial recruitment screening process, Applicants must confirm that they are Fully Vaccinated against COVID-19. If Applicants are not Fully Vaccinated, they will be asked to identify any accommodation needs pursuant to a protected ground under the Code. If no such accommodation is identified, the Applicant will not be eligible to proceed through the recruitment process.