Executive Assistant to the Vice President and Administrator of Long Term Care

St. Joseph's Health Centre Guelph; Guelph; On-site; CAD 50,000 - 70,000; Full time

Job summary

A healthcare organization in Ontario is looking for an Executive Assistant to support the Vice President and Administrator of Long Term Care. The role involves managing communications, schedules, and administrative tasks. Candidates should have strong project management skills and customer service focus, with at least five years of relevant experience, ideally in healthcare. This temporary full-time position is expected to last approximately 18 months.

Qualifications

• Minimum five years' related experience in administrative role supporting senior executives.
• Experience in project management and organizational development is an asset.

Responsibilities

• Manage executive’s complex calendar and communications.
• Coordinate project activities and meetings.
• Create complex documents for executive review.

Skills

Advanced Microsoft Office skills

Project management

Communication skills

Confidentiality and professionalism

Organizational skills

Education

Completion of a relevant post-secondary Executive Assistant / Office Management Program

Tools

Google Drive

Canva

Survey Monkey

Job description

Executive Assistant to the VicePresident and Administrator of Long Term Care

Temporary Full-Time (Approx. 18 months), Non-Union

T / 25-71

The Organization :

St. Joseph’s Health Centre Guelph (SJHCG) is a faith-based organization that is part of St. Joseph’s Health System. We live by our CARE values : Compassion, Accountability, Respect, and Excellence, and embed person- and family-centred care throughout our 240 long-term care beds, 106 hospital beds, and a variety of outpatient and community support services. Our staff complement of approximately 700 employees is committed to contributing to a healthy, safe, and respectful environment. If you are a passionate and highly motivated individual, looking to help us advance in our mission, vision and values, we look forward to you joining our team!

The Job Summary :

This role is responsible for the executive level support in capacity of sustaining daily operations of the administrative office and support for Long Term Care Programs. This position serves as the primary contact / liaison with Program Team, External Stakeholders, institutions, and agencies. This position involves working directly with physicians, nurses, managers, Program / Divisional heads, Site Group Leads and staff.

Key Accountabilities & Success Criteria :

• Create complex documents in Excel, Word, and PowerPoint.
• Manage, review, and edit communications / emails and presentation materials to ensure accuracy and ease of comprehension.
• Effectively manage the executive’s complex calendar, ensuring items are posted correctly to calendar and assessing matters of urgency in a self-directed manner.
• Manage senior level committees and meetings, prepare agenda, slide deck, organize required materials, taking / circulating minutes.
• Assists with the coordination of LTC Association all applicable meetings, quarterly reports, work plans and agreements.
• Manage travel and conferences by arranging / coordinating the logistics of flight, hotel & registration.
• Co-ordinate meetings including external meetings and retreats, reserves and prepare meeting venues and arrange catering.
• Manage the process of payment of all invoices / expenses in a timely manner for payment
• Research and compile appropriate data for meetings, reports, projects, etc.
• Provides project management leadership on the execution and delivery of work plans, project scheduling and deliverables.
• Organize and maintain an electronic filing system.
• Asset with the coordination of clinical activities and administrative activities, directly and collaboratively with the medical staff and all LTC representatives.
• Respond to letters from residents, their Substitute Decision Makers (SDM) and the community with complaints, comments, and questions about their experiences.
• Maintaining contacts and drafting correspondence in a timely manner on behalf of the VP
• Researching and compiling appropriate data for reports, projects, and preparing presentations.
• Creating, gathering and proofreading documents.
• Reviewing VP's daily mail and calls distributing to others as appropriate.
• Provides general office administrative support including payroll, arranging agendas and minutes for Management and Staff meetings, processing invoices, and managing office supplies and equipment.
• Coordinates project & program activities, including working with internal and external partners, working groups, steering committees and project teams to operationalize and monitor tasks, milestones and expenses for specific programs, as assigned.
• Prepares and distributes large agenda packages for recurring committee meetings.
• Successfully builds internal and external relationships.
• Ensures prompt communication of messages from internal and external stakeholders and facilitates follow-up communication, using appropriate judgment and discretion, using tone and language appropriate to the situation.
• Provides interim coverage and support to other Executive Assistants as required.
• Assists in budget preparation, monitors and submits expenses, and generates various expense reports based on LTC policies.
• Continue to support and collaborate with the LTC team, developing of processes to meet the compliance of the Fixing the Long Term Care Act and Regulation.

Qualifications :

Completion of a relevant post-secondary Executive Assistant / Office Management Program and / or equivalent appropriate work experience required.

Minimum five (5) years’ recent related experience in an administrative or executive assistant supporting a senior executive (ideally in healthcare) is required.

Experience in project management, change management, facilitation, organizational development, and process improvement an asset.

Skills & Abilities :

Experience with online resources (i.e. Google drop box, Canva, Survey Monkey, social media) and database applications.

Demonstrated advanced working knowledge of Microsoft Word, Excel, Outlook, and Power Point required.

Proven record in ensuring confidentiality, integrity, professionalism and diplomacy at all times.

The ability to interact with others and deal with situations in a way that respects a diversity of backgrounds, experience and styles with tact.

Ability to make notes, minutes from dictation.

Demonstrated excellent written and oral communication skills and strong interpersonal skills.

Demonstrated tact, discretion, and good judgment in dealing with extremely sensitive and confidential issues required.

Superior time management, organizational skills, accuracy, and attention to detail.

Demonstrated independence and comfort in taking initiative on resolving issues within scope of responsibility.

Excellent organizational, problem solving and multi-tasking skills and abilities.

Strong customer service focus and experience.

The ability to take initiative and work independently.

Excellent communication (written and verbal) and interpersonal skills.

Adaptable and resilient to changing workplace demands.

Ability to work flexible hours as required.

Track record of maintaining a high standard of work and an excellent attendance record.

It’s a great time to help shape how health care is delivered in Ontario.