The Thunder Bay District Health Unit is seeking a Temporary Full-Time, Executive Assistant in the Office of the Medical Officer of Health and Chief Executive Officer.
Reporting to the Medical Officer of Health and Chief Executive Officer (MOH/CEO), the Executive Assistant is responsible for providing full confidential administrative and secretarial support to the offices of the MOH/CEO, the Board of Health (BOH) and Senior Leadership.
1. Acts as confidential assistant to the MOH/CEO
2. Liaises with Senior Leadership, Management members, Board of Health members, municipal, provincial and federal elected representatives, Ministry representatives, community partners and Health Unit staff in support of the MOH /CEO office.
3. Manages the administration of the MOH/CEO office, including management of policies/procedures, the office budget and reporting, filing processes, ordering office supplies, and making arrangements for meetings and travel, among other things.
4. Participates in the preparation and coordination of reports, records, statistics, procedures, and medical directives related to the MOH/CEO office.
5. Responds to high volume of enquiries and determines appropriate course of action.
6. Assesses and manages a variety of information received from different sources to ensure the MOH /CEO is made aware of relevant issues in a timely manner and is appropriately prepared to address such issues.
7. Reviews, edits and formats various reports, letters and other documents, including board and government reports and funding initiatives for the MOH//CEO, and Senior Leadership Team.
8. Maintains familiarity with relevant legislation and parliamentary procedures and researches such matters and other matters as required.
9. Provides support to the MOH/CEO office in those duties related to Provincial and partner agency roles and responsibilities.
10. Provides general administrative support as required for the Foundational Standards Team.
11. Coordinates and supports management team and meetings through agenda preparation, recording minutes, participation as appropriate, and follow-up of issues and activities for future meetings.
12. Maintains and updates organizational documents and policies for Senior Leadership.
13. Coordinates All Staff meetings including agenda preparation, and meeting logistics.
14. Participates in the review of organization-wide administrative systems and standards as required and requested.
15. Facilitates the approval process for corporate policy and procedure development, maintains the corporate policy log, and ensured policies are posted electronically, as applicable.
16. Coordinates arrangements for all Board meetings and functions. 17. Liaises with members of the Board of Health on behalf of the MOH/CEO office.
18. Provides confidential administrative support to the Chair of the Board of Health.
19. Drafts the agenda for Board meetings under the direction and approval of the MOH/ CEO and Chair of the Board, compiles agenda materials and distributes agenda packages. 20. Attends and records the proceedings of Board of Health and Committee meetings and follows-up on items for future meetings.
21. Manages Board of Health meeting processes and maintains a compendium of the official Minutes and Resolutions in accordance with appropriate parliamentary procedures. 22. Coordinates the review process of the Board of Health By-laws and policies.
23. Circulates the approved Board of Health Minutes to member municipalities.
24. Circulates as directed by MOH/ CEO and/or the Board, carried Resolutions to designated recipients, including members of government, government Ministries, member municipalities and other Boards of Health.
25. Keeps members of the Board of Health informed through regular distribution of relevant correspondence and information.
26. Researches legislative matters for the Board of Health as requested.
27. Coordinates registration and accommodation arrangements for conferences and continuing education.
28. Maintains Board of Health orientation materials.
29. Maintains a current membership register for Board members.
Pay: $36.68-$43.15 per hour
Expected hours: 35.0 per week
Work Location: In person
