Executive Assistant (Academic & Research Impact)

KEY FUNCTION: 

Provide efficient and confidential administrative support, and ensure day-to-day operations are effectively and efficiently managed, coordinated, and performed. Ensure that the Health Sciences North Research Institute (HSNRI) Board of Directors (BOD) and its Committees can fulfill their duties in an effective manner by providing governance support to the BOD, its Committees and their Chairs.

REPORTING: 

Under the general direction of the Vice-President, Academic and Research Impact.

DUTIES: 

1. Manage and coordinate the flow of information to and from the VP’s office.
2. Coordinate and support meetings, and prioritize and maintain the VP’s schedule.
3. Coordinate travel arrangements for the leadership team and the BOD; complete travel expense claims for submission and approval as required.
4. Serve the interests of the BOD in matters pertaining to governance.
5. Provide executive support to the BOD, the Chair, the CEO and the VP to ensure efficient administration and operation of the BOD and its Committee (e.g. meeting agendas, work plans and maintaining records, documents, expense reports, and policies).
6. Ensure that the Chair and Committee Chairs receive timely, succinct and relevant information from the CEO and the VP to perform their duties effectively.
7. Ensure that the CEO, the VP and members of the leadership team are aware of concerns that the Chair or Committee Chairs may have, and vice versa.
8. Ensure that an annual plan of agenda items for BOD and Committee meetings is in place and updated.
9. Collaborate with the Chair, the CEO and the VP to organize the Annual Meeting, annual orientation session and other BOD events as required.
10. Coordinate recruitment, onboarding and continuing education for BOD members.
11. Liaise with internal and external stakeholders on behalf of the BOD and its Committees to coordinate or execute follow-up on action items.
12. Ensure that the CEO and VP are briefed on all issues and meetings, and ensure that the necessary briefing materials are prepared.
13. Monitor and assist with budgetary preparation and ensure submission deadlines are met.
14. Oversee accounting of expenditures, and distribution of funds as required.
15. Manage and redirect correspondences/inquiries, and obtain approval as required.
16. Manage patient and employee complaints and direct to appropriate area for timely response.
17. Prepare and organize a variety of documents and correspondence in an accurate and professional format, ensuring that all materials are aligned with established procedures, and obtain approval prior to issuance as required.
18. Maintain and update filing systems and electronic record management systems.
19. Process bi-weekly payroll data as required.
20. Coordinate regular and special events and complete special projects as required.
21. Facilitate the gathering of statistical information and coordination of reporting requirements. 
22. Provide administrative support to members of the administrative team as required.
23. Act as a liaison between the CEO, the VP and the BOD, as well as HSN’s senior leadership, management, physicians, staff, internal and external stakeholders, and the public. 
24. Determine and align improvement projects with the Strategic Plan; monitor and adjust as required.
25. Participate in education and training specific to current, relevant health and safety legislation, standards and guidelines; educate and promote health, safety and wellness in the workplace.
26. Represent the department or program on various committees and in meetings as required. 
27. Perform other duties as assigned.

QUALIFICATIONS

EDUCATION AND TRAINING: 

1. Minimum of a two (2) year Diploma in Office Administration or Business Administration, from an accredited college.
2. Ministry of Labour “Worker Health and Safety Awareness in 4 Steps” training certificate is required.

EXPERIENCE:  

1. Minimum of three (3) years’ experience working in an administrative support role at a senior management level, preferably in a health care environment.

KNOWLEDGE/SKILLS/ABILITIES: 

1. Demonstrated governance knowledge and expertise to support the BOD in a not-for-profit organization.
2. Demonstrated minimum typing speed of 50 words per minute.
3. Demonstrated superior time management, prioritization, organizational, analytical, critical thinking, problem-solving, and leadership skills.
4. Demonstrated proficiency in taking and transcribing minutes.
5. Demonstrated ability to compile data, and independently manage small to medium sized projects.
6. Demonstrated training, experience or utilization of quality improvement methodology for process improvement.
7. Demonstrated ability to independently identify issues, plan improvements, measure success and continue improvement.
8. Demonstrated excellent computer skills with proficiency in Microsoft Office software (Word, Excel, Power Point and Outlook) and patient information systems.
9. Demonstrated superior interpersonal and communication skills, both written and verbal.
10. Demonstrated ability to manage routine correspondence, multiple tasks/projects, diversified workload and rapidly changing priorities and challenging deadlines.
11. Demonstrated discretion and maturity when handling confidential information.
12. Demonstrated commitment to the safety of co-workers and patients.

PERSONAL SUITABILITY: 

1. Excellent judgement, tact, and political acumen.
2. Demonstrated ability to work flexible hours and attend mandatory meetings as required.
3. Proven ability to work independently and in a team environment.
4. Demonstrated commitment to ongoing professional development.
5. Demonstrated professionalism in dealing with confidential and sensitive issues.
6. Demonstrated positive work record and excellent attendance record.
7. Ability to meet the physical and sensory demands of the job.
8. Ability to travel between local sites.

OTHER: 

1. Bilingualism is an asset.

Selection Process:  Candidates will be selected for this position on the basis of their skill, ability, experience and qualifications as identified in the resume and completed Application Form submitted. The Hospital reserves the right to conduct a formal interview where required.
 

Health Sciences North is committed to providing accommodations to applicants with disabilities to enable their participation in the recruitment, assessment, selection and hiring stages of employment.

HSN THANKS ALL APPLICANTS.
ONLY THOSE SELECTED FOR INTERVIEWS WILL BE CONTACTED.
WE WILL NOT ACCEPT APPLICATIONS AFTER THE CLOSING DATE AND TIME.