Hours of Work:
Monday to Friday; days
Time of Day:
Shift Length:Open Date::
The Executive Assistant to the Vice President, People, Culture & Diversity manages a number of strategic projects for the Vice President. The projects and the related reporting include other St. Joseph’s Health System organizations and the Human Resources Sub- Committee of the Resource and Audit Committee of the Joint Boards of Governors.
Key Duties and Responsibilities:
Prepare first draft of the monthly Vice President (VP) reports for the President and for the Leadership and other Committees by reviewing and synthesizing information provided by the directors/managers/committee chairs in their reports
Scan and review incoming correspondence from the Ministry of Health & Long-Term Care (MOHLTC), Local Health Integration Network (LHIN) and Ontario Hospital Association (OHA) and route to appropriate director(s) & VP(s) for action/follow-up to ensure responses are received prior to established deadlines
Monitor, on a monthly basis, government websites such as the MOHLTC, LHIN and OHA for updates on policies, legislation or information news briefs e.g. human resources, labour relations, health & safety, executive compensation
Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution
Manage the office of the Vice President People, Culture and Diversity including committee meetings, scheduling, executive correspondence and preparation of presentations for meetings
This role works to proactively plan the annual meeting schedule and work plan for the Human Resource Committee of the Resource and Audit Committee of the Joint Boards of Governors.This integrated planning work supports all member organizations, including Homecare and the Villa, to ensure that preparation and meeting processes are efficient and reflective of the individual local board processes.
Attend the Human Resource Committee of the Resource and Audit Committee of the Joint Board of Governors and prepare minutes of the meeting, document and follow-up to ensure that action items arising from the meeting are achieved
Manage and support Board subcommittees and interaction with volunteer Board members for VP and Executive Team when applicable
For specific projects such as Annual Performance Review Process for SJHH and SJHS executives, the Executive Assistant will map out the annual project plan, engage stakeholders, coordinate supporting materials and reports, coordinate with relevant Boards and Board Committees for compensation approvals including Board approval of pay-at-risk goals and objectives.
Plan, coordinate and liaise with external organizations, e.g. Council of Academic Hospitals of Ontario (CAHO), Ontario Hospital Association (OHA), Local Health Integration network (LHIN) ensuing VP availability for key meetings and teleconferences while also proactively deal with relevant communications
Communicate with people outside the organization, representing the organization to the St. Joe’s system, public, government, and other external sources. This information can be exchanged in person, in writing, or by telephone or e-mail.
Coordinate and liaise with internal stakeholders to ensure the deliverables of the VP are executed.
Monitor and prepare a summary report to ensure compliance with initiatives (e.g. “Building” strategic plan direction, employee engagement, talent management, sick time, health and safety, prevention of violence in the workplace, equity, diversity & inclusion) or other performance indicators as required. Responsible to follow up with the directors and managers to ensure that goals are achieved.
Develop and maintain up-to-date hospital executive and departmental organizational charts, contact and fan out lists etc.
Prepare, proofread and edit executive correspondence and expedite distribution to all parties involved.
Manage preparation of all Vice President presentations in all Microsoft Office programs.
Manage division budget, tracking and processing budget expenditures for the division in collaboration with Finance.
Review Director expense reports to ensure claims fall within the boundaries of established guidelines.
All other duties as assigned
Five to seven years supervising multiple projects and initiatives. Extensive experience managing a busy and complex office environment, delivering on deadlines and meeting established goals
Post-secondary education in a related field Human Resources, Business Management, Financial Management, Management Studies (undergraduate degree preferred)
Project management training and/or certificate
Superior critical thinking and problem solving skills
Demonstrated ability in dealing with confidential matters
Advanced knowledge of MS Office Suite products, including Word, PowerPoint, Excel, Access
Advanced knowledge of Human Resource Information Systems (Infinium preferred)
Strong interpersonal and customer service skills
Demonstrated ability to be self-directed, organize and set priorities, develop systems which create efficient workflow, meet stringent project and task deadlines, write reports and minutes summarizing complex discussions
Demonstrated ability to work in a team environment
Hours of Work:
Monday – Friday (days)
Vaccines (COVID-19 and others) are a requirement of the job unless you have an exemption on a medical ground pursuant to the Ontario Human Rights Code.
St. Joe’s fosters an environment where we celebrate diversity, where teams reflect the diversity of the community in which we serve, enhancing the connection to patients, clients, community, and each other.