Executive Project Administrative Assistant

Windsor Regional Hospital; Windsor; Hybrid; CAD 48,000 - 68,000; Full time

Job summary

Windsor Regional Hospital is seeking an Executive Project Administration Assistant to support the Clinical Vice President with high-level administrative tasks, meeting coordination, minutes, and report preparation. You will manage scheduling, communications, and governance activities to keep projects on track.

The role emphasizes strong writing, organization, and data management skills, with opportunities to improve processes and contribute to senior administration deliverables in a health-care

Qualifications

• Graduate of post-secondary secretarial program.

Responsibilities

• Provide administrative support to the Clinical Vice President, including scheduling, meeting logistics, and minute-taking.
• Coordinate meetings and notifications, and prepare agendas and materials.
• Prepare reports for senior administration and assist with governance scheduling and follow-up.
• Perform word processing, data management, and records coordination.
• Identify routine admin issues and suggest process improvements.
• Other duties as assigned.

Skills

Interpersonal communication

Independent work

Judgement and decision-making

Quality improvement

Organizational skills

Patience and tact

Typing speed 50 WPM

Education

Secretarial program/secretarial experience (health care)

Medical terminology knowledge

Typing speed 50 WPM

Tools

Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)

SharePoint

OneDrive

Job description

Salary Grade 3

Position Purpose:

Reporting to the Clinical, Vice-President, the Executive Project Administration Assistant will provide administrative support to the project team. They will perform clerical and organizational tasks. In addition to routine secretarial functions such as organizing, scheduling, taking minutes or typing documents, the executive assistant will assist with preparing reports for senior administration and ensuring governance structure is organized and on schedule.

Duties and Responsibilities:

The Executive Project Administrative Assistant will provide timely and efficient administrative and secretarial support to the Clinical Vice President by:

• Independently conducting administrative support activities or assignments, composing routine correspondence, preparing presentation materials, coordinating events/functions, etc.
• Providing general clerical/secretarial and reception services: scheduling and assisting with task reminders.
• Assisting in meeting scheduling and notification process.
• Taking meeting minutes as required.
• Working with data leads to ensure all reports are completed and ready for each meeting.
• Preparing and distributing reports, agendas, and other materials as required.
• Providing word processing, data processing and records management, information dissemination activities.
• Identifies and resolves routine administrative support issues.
• Identifies and communicates the need for process improvements
• Other duties as assigned.

Skills/Capabilities:

• Exemplary interpersonal and written/verbal communication skills.
• Demonstrates the ability to work independently, coordinating and prioritizing multiple assignments generated by several supervisors.
• Excellent judgment and decision-making skills.
• Commitment to continuous quality improvement in the provision of secretarial and administrative support services.
• Excellent organizational and information/data management skills.
• Must have excellent interpersonal skills such as patience, tact, and the ability to maintain composure in all types of situations.

Qualifications:

• Graduate of post-secondary secretarial program and a minimum of five years progressively responsible secretarial experience in a health care setting preferred.
• Knowledge of medical terminology is preferred.
• Demonstrated knowledge and experience around computer operations. Experience including Microsoft Office Suite programs: One Drive, SharePoint, Word, Excel, Power Point; Outlook.
• Demonstrated word processing skills (minimum typing speed of 50 WPM with appropriate level of accuracy).
• French Language proficiency an asset.

Windsor Regional Hospital is an equal opportunity employer. In accordance with the Accessibility for Ontarians with Disabilities Act, 2005, upon request, accommodation will be provided by WRH throughout the recruitment, selection and/or assessment process to applicants with disabilities.