Executive Assistant

KEY FUNCTION:
Provide efficient and confidential administrative support to the Chief Financial Officer (CFO) and ensure the day-to-day operations are effectively and efficiently managed, coordinated, and performed.

REPORTING:
Under the general direction of the Chief Financial Officer.

DUTIES:
1. Manage and coordinate the flow of information to and from the CFO’s Office.
2. Coordinate and schedule appointments for the CFO, and prioritize and maintain the schedule.
3. Coordinate travel arrangements, track and reconcile expenses for Broader Public Sector Accountability Reporting.
4. Coordinate meetings, prepare agendas, ensure appropriate follow-up, book meeting rooms, coordinate Audio Visual (AV) and catering requirements, and facilitate videoconference events.
5. Complete special projects as assigned by the CFO.
6. Monitor, analyze, and assist with office budgetary preparation and ensure submission deadlines are met.
7. Provide support for petty cash, accounting of expenditures, and distribution of funds.
8. Conduct research, compile data, and maintain records.
9. Maintain and update electronic and hard-copy filing systems in accordance with privacy and records retention requirements.
10. Screen, direct, research, and reply to e-mails, telephone calls and inquiries.
11. Prepare and organize a variety of documents and correspondence in an accurate and professional format, and obtain approval prior to issuance as required.
12. Process bi-weekly payroll related attendance data for assigned CFO portfolio staff, manage staff scheduling and vacation calendars.
13. Support and strengthen effective partnerships with senior internal and external stakeholders and administrative leaders.
14. Ensure the CFO is kept abreast of all internal and external issues, and is advised of and prepared for all appointments and meetings.
15. Maintain policies and procedures on The Hub.
16. Coordinate regular and special events as required.
17. Act as a liaison between CFO and Ministry of Health Ontario Health, HSN Foundation, HSN Board, senior leadership, management, physicians, staff, other external stakeholders and the general public.
18. Provide administrative support to members of the administrative team as required.
19. Coordinate, plan, and provide full recording-secretary support for assigned corporate committees (i.e. scheduling meetings, preparing agendas and supporting materials, attending meetings, accurately recording and transcribing minutes, tracking action items, and ensuring timely distribution and follow-up).
20. In collaboration with the Board Trustee Office, coordinate and provide confidential records handling, administrative and recording-secretary support for assigned committees of the HSN Board of Directors (i.e. meeting logistics, agenda preparation, minutes, action follow-up, and related documentation).
21. Determine and align improvement projects with HSN’s Strategic Plan; monitor and adjust to achieve goal outcomes.
22. Participate in education and training specific to current, relevant federal and provincial health and safety legislation, standards and guidelines.
23. Educate and promote health, safety and wellness in the work place.
24. Represent the department or program on various committees and in meetings as required.
25. Perform other duties as required.

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 level, preferably in a health care environment.

KNOWLEDGE/SKILLS/ABILITIES:
1. Demonstrated minimum typing speed of 50 words per minute.
2. Demonstrated ability to conduct research, compile data, and independently manage small to medium size projects.
3. Demonstrated proficiency in taking and transcribing minutes.
4. Demonstrated organizational, analytical, critical thinking, problem-solving, prioritization, time management, and leadership skills.
5. Demonstrated ability to direct and act as a resource for HSN-wide inquiries.
6. Demonstrated training, experience or utilization of lean 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 (e.g. Word, Excel, Power Point, Outlook, Teams and SharePoint/Hub) 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. Demonstrated ability to work flexible hours and attend mandatory evening meetings.
2. Demonstrated ability to use good judgment in disseminating sensitive information.
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.
9. Demonstrated commitment to continuous quality improvement.

Processus de sélection :  Les candidates et les candidats à ce poste seront sélectionnés en fonction de leurs aptitudes, de leurs capacités, de leur expérience et de leurs compétences indiquées dans le curriculum vitæ ou le formulaire de demande dûment rempli. L’hôpital se réserve le droit de mener une entrevue officielle au besoin. Cette annonce concerne un poste vacant. 
 
Horizon Santé-Nord s’engage à offrir des mesures d’adaptation aux candidates et candidats en situation de handicap afin de favoriser leur participation aux étapes du recrutement, de l’évaluation, de la sélection et de l’embauche.

HSN REMERCIE TOUTES LES PERSONNES POSANT LEUR CANDIDATURE.
CEPENDANT, NOUS COMMUNIQUERONS UNIQUEMENT AVEC CELLES RETENUES POUR UNE ENTREVUE.

NOUS N’ACCEPTERONS PAS DE DEMANDES APRÈS LA DATE ET L’HEURE DE CLÔTURE.