Executive Assistant
Department: Vice President, People, Mission & Values, Chief Human Resources Officer
Position Number: 50053079
Hours of Work: Full-Time Position; Days
Salary: Class 4 $76,681.80 - $92,018.55 per year
Union: Non-Union
Location: Kingston General Hospital or Hotel Dieu Hospital Site(s)
Position Overview: Are you an administrative support professional, ready to make a meaningful impact to the smooth operation of a senior leadership office? As the Executive Assistant (EA) supporting our Vice President, People, Mission and Values, Chief Human Resources Officer, you will play a pivotal role in ensuring the smooth operation of this office including their accountabilities to the Kingston Health Sciences Centre Board of Directors and being an ambassador of the organization’s mission and culture. In this diverse portfolio, you will also provide administrative support to the Spiritual Health and Business Development departments . As a proactive administrative professional, you will use your demonstrated expertise in problem solving, critical thinking, planning and research to ensure streamlined, timely and accurate administrative activities, allowing our leaders to focus on driving our strategic goals. The individual’s portfolio assignment may evolve/shift over time, based on operational needs.
Key Responsibilities:
- Efficient Operations: Utilize your critical thinking and analytical skills to manage the flow of vital information, create comprehensive documents, and oversee complex calendars and deadlines.
- Proactive Support: Stay ahead of emerging organizational priorities and governance policies, ensuring all administrative tasks align with our mission and values.
- Professional Representation: Uphold the organization’s reputation by handling sensitive inquiries and information with the utmost discretion, professionalism, and integrity.
- Strategic Contribution: Actively support the delivery of the Kingston Health Sciences strategy, promoting a culture of patient and family-centered care in everything we do.
What We’re Looking For:
- A motivated and detail-oriented individual with a strong and demonstrated understanding of administrative processes.
- Someone who values confidentiality and can navigate complex relationships with ease.
- A proactive thinker who is committed to excellence and continuous improvement.
Qualifications:
- Bachelor’s degree and experience in administration or a related field preferred.
- Minimum completion of a Community College Diploma (3-year program) or an equivalent combination of education and experience relevant to success in this role.
- 5-7 years of proven experience as an Executive Assistant or in similar administrative roles providing executive-level support in large, complex organizations, ideally in a healthcare or academic setting and with a preference for experience in non-profit governance board support.
- Relevant experience in the management of a busy and complex office, or project management of varied and complex projects preferred.
- Strong analytical and critical thinking skills; ability to synthesize diverse information to inform decision-making and problem-solving.
- Proficient in gathering, interpreting, and evaluating varied data sources to identify risks, opportunities, and solutions.
- Skilled in proactive problem-solving, capable of addressing complex issues by evaluating contributing factors, applying ingenuity and creativity, and providing strategic recommendations.
- Advanced research and summarization skills, with a focus on historical context and current dimensions relevant to decision-making.
- Exceptional verbal and written communication skills including drafting business documents and designing and editing presentation material.
- Highly organized, detail-oriented, and capable of managing multiple priorities with minimal supervision.
- Professional in interactions with diverse stakeholders, including Board members, executives, staff, community partners and the public.
- Ability to make informed decisions regarding competing priorities and handle tasks efficiently under time pressure.
- High level of integrity and discretion, particularly in managing confidential or sensitive information.
- Adaptability and ability to switch priorities quickly based on changing needs.
- Experience in understanding and interpreting complex technical information (e.g., diagrams, worksheets) to advance related work.
- Expert proficiency in Microsoft Office (Word, Excel, PowerPoint, Access, Outlook, Teams, SharePoint, OneNote), desktop publishing software used to create professional and dynamic reports, virtual meeting platforms, familiarity with time capture and human resources information systems (ideally including experience using Adobe Pro, SAP, Citrix, WebEx and, UKG) and acumen to quickly learn and become proficient using other software.
What We Offer:
- A collaborative and supportive work environment focused on people-centered care.
- Opportunities for professional development and career advancement.
- Competitive salary and comprehensive benefits and pension package.
- A chance to contribute to impactful healthcare initiatives in our community.
Physical Requirement
This role requires on-site presence and some scheduling flexibility to support occasional event/activities. The applicant must be able to meet the physical and mental demands of this position.
If you are a proactive and dedicated career professional ready to support our senior leadership and enhance our organizational effectiveness, we want to hear from you!
Join Kingston Health Sciences Centre and be a part of a team committed to excellence in patient care and community health!
Note: A full job description is available upon request
KHSC is located on the ancestral lands and waters of the Anishinaabeg and Haudenosaunee and serves a wider geographical area that encompasses many Indigenous communities including Tyendinaga, Katarokwi, as well as communities within the Weeneebayko Area Health Authority. As we partner in care, discovery, and learning to achieve better health outcomes for our communities, KHSC is committed to actively advocating for and acting upon the Truth and Reconciliation Committee’s Calls to Action on Health.
Unless specifically stated, all job postings are for existing positions at KHSC. KHSC is committed to recruitment practices that support and contribute to building a respectful, diverse and inclusive workplace in compliance with legislation such as the Employment Standards Act and Accessibility for Ontarians with Disabilities Act. We welcome all applications from women, racialized persons, persons with disabilities, Indigenous Peoples, persons in the 2SLGBTQIA+ community, and members of other equity deserving groups.
Kingston Health Sciences Centre may use artificial intelligence systems to assess and screen applicants. All hiring decisions are made in accordance with KHSC policies and applicable employment legislation.
We thank all applicants, but only those selected for next steps will be contacted. Kingston Health Sciences Centre is committed to inclusive and accessible employment practices. If you require an accommodation to fully participate in the hiring process, please notify the Recruitment Team.
