Executive Assistant - Executive Office

Njoyn; Newmarket; On-site; CAD 50,000 - 70,000; Full time

Job summary

A leading healthcare organization is seeking an Executive Assistant who will provide administrative and project support while managing executive schedules and facilitating communication with stakeholders. The ideal candidate will have at least five years of experience in administrative roles and possess excellent organizational and interpersonal skills. This position requires flexibility, discretion, and the ability to thrive in a fast-paced environment, with regular interaction with senior executives.

Qualifications

• Minimum five years experience in senior administrative roles.
• Health care experience preferred.
• Ability to work under pressure and meet deadlines.

Responsibilities

• Primary contact for internal and external stakeholders.
• Manage highly confidential information.
• Coordinate scheduling and event organization for executives.

Skills

Analytical skills

Problem-solving skills

Customer service skills

Communication skills

Attention to detail

Leadership

Organizational skills

Education

Undergraduate degree in a related discipline

Tools

MS Office

SharePoint

Zoom

Job description

Southlake is building healthy communities through outstanding care, innovative partnerships, and amazing people. We deliver a wide range of healthcare services to the communities of northern York Region and southern Simcoe County. Our advanced regional programs include Cancer Care and Cardiac Care and serve a broader population across the northern GTA and into Simcoe-Muskoka.

Our team of nearly 6,000 staff, physicians, volunteers, students and Patient and Family Advisors are committed to creating an environment where the best experiences happen. As a recognition of our commitment to quality and patient safety, we have received the highest distinction of Exemplary Standing from Accreditation Canada.

Job Summary

Reporting to two senior executives, the Executive Assistant provides a wide range of administrative and project supports and is included in the backup pool to the Executive Assistant team. The successful candidate must have experience in a fast-paced environment and contain a high degree of professionalism, discretion, confidentiality and flexibility with a focus on customer service. The ability to take initiative, exercise good judgement and independently handle changing and competing priorities is required. The role requires irregular and extended hours when needed.

Primary Responsibilities

• Acts as the primary contact and liaison on behalf of the executives for internal and external stakeholders
• Collaborates in the organization of events/meetings/projects which require the executive’s involvement
• Responsible for managing highly confidential and sensitive information including Human Resources matters
• Supports with scheduling and calendar management including directing and coordinating daily priorities, appointments, tasks, meetings and deadlines
• Prioritizes requests for the executives: daily review, coordination and anticipation of executive’s needs
• Schedules, develops agenda, and takes minutes for the portfolio’s meetings
• Reviews all incoming material, prioritizes work and follows up as needed to resolve problems and ensure integration of activity
• Coordinates conference and travel arrangements
• Coordinates/sends announcements for the portfolio as needed

Skills & Abilities

• Proven success in providing superior service and support in a fast paced, demanding environment.
• Sound judgement, excellent analytical and problem-solving skills.
• Health care experience preferred.
• Exceptional knowledge of Hospital policies, procedures, and relevant legislation.
• Demonstrates excellence in drafting communications, documents and presentations.
• Advanced knowledge of MS Office, SharePoint, Zoom and other systems.
• Superior communication skills, both oral and written, combined with a customer focused approach and ability to handle requests in a professional, diplomatic and tactful manner.
• Demonstrated initiative, accuracy, leadership and meticulous attention to detail.
• Exceptional relationship management skills and the ability to build and grow connections
• Ability to organize a heavy and fluctuating workload in a changing environment.
• Ability to work under pressure and meet deadlines.
• Models behavior that is aligned with the values of Southlake Regional Health Centre.

Qualifications

• Board and Governance support experience is preferred
Minimum five (5) years of experience in progressive senior administrative roles.
• Undergraduate degree in a related discipline required or equivalent experience at an executive level.

Regular and reliable attendance is an expected requirement of this position.

At Southlake, we are committed to fostering an inclusive and accessible environment. We are dedicated to building a workforce that reflects the diversity of the community in which we live and serve, including those with disabilities. Southlake is committed to providing accommodations in all parts of the hiring process. If you require an accommodation, we will work with you to meet your needs.

It is the responsibility of all Southlake employees to work in a safe manner and promote health and safety in the workplace.

Please note: If you are selected to move forward in the recruitment process, a Southlake Talent Representative will contact you via email. Please double check any emails you receive from Southlake and ensure that the address ends in @southlakeregional.org or @southlake.ca. If it does not, we do not recommend responding as your email may not be sent to the Southlake team.

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Until then, please follow the link below for any further information on our existing website.