Senior Executive Assistant to the President & Chief Executive Officer

KEY FUNCTION: 

Provide efficient and confidential support to the President and Chief Executive Officer (CEO), and ensure the day-to-day operations are effectively and efficiently managed, coordinated, and carried out.  Provide leadership and guidance to the Executive Assistant pool.

REPORTING:    

Under the general direction of the President and Chief Executive Officer.

DUTIES: 

1. Manage and coordinate the flow of information to and from the President and CEO’s Office.
2. Coordinate and schedule appointments for the CEO, and prioritize and maintain the CEO’s schedule.
3. Coordinate and process all agreements and contracts addressed to the CEO, including from the Ministry of Health and Ontario Health.
4. Coordinate meetings for all CEO-led initiatives, record minutes, prepare agendas, ensure appropriate follow-up, book meeting rooms, and coordinate Audio Visual (AV) and catering requirements.
5. Coordinate travel arrangements for the CEO; complete travel expense claims for submission and approval as required.
6. Act as a chair for the senior leadership support team and provide leadership within the team.
7. Lead the recruitment of Executive Assistants when there is a vacancy.
8. Coordinate coverage of Executive Assistants to cover absences as required.
9. Oversee the creation of standard work documents for the Executive Assistants and the CEO’s Office.
10. Complete special projects as assigned.
11. Coordinate regular and special events as assigned by the CEO.
12. Maintain and update filing systems and electronic record management systems.
13. Complete monthly CEO expenses and quarterly expense reports for the Broader Public Service (BPS), and ensure submission deadlines are met.
14. Manage the CEO Office budget, developed in collaboration with the CEO, ensuring information is current and accurately compiled; monitor expenditures, ensure invoices are authorized, and analyse and report variances.
15. Manage and redirect correspondence/inquiries (i.e. telephone calls, walk-ins, emails, mail, fax) 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, and obtain approval prior to issuance as required.
18. Conduct research, compile data, and maintain records.
19. Process bi-weekly payroll data as required.
20. Provide administrative support to members of the administrative team as required.
21. Assist with the fostering of strong effective partnerships with senior internal and external stakeholders and administrative leaders.
22. Ensure the CEO is kept abreast on all internal and external issues, and is advised of and prepared for all appointments and meetings.
23. Determine and align improvement projects with HSN’s Strategic Plan; monitor and adjust to achieve goal outcomes.
24. Participate in education and training specific to current, relevant federal and provincial health and safety legislation, standards and guidelines.
25. Educate and promote health, safety and wellness in the work place.
26. Represent the department or program on various committees and in meetings as required. 
27. Perform other duties as required. 

QUALIFICATIONS

EDUCATION AND TRAINING: 

1. Minimum of a two (2) year Diploma in a Business Administration or Office 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 a senior administrative support role, preferably in a health care environment.

KNOWLEDGE/SKILLS/ABILITIES: 

1. Demonstrated minimum typing speed of 50 words per minute.
2. Demonstrated superior time management, prioritization, organizational, analytical, critical thinking, problem-solving, and leadership skills.
3. Demonstrated proficiency in taking and transcribing minutes.
4. Demonstrated ability to conduct research, compile data, and independently manage small to medium sized projects.
5. Demonstrated ability to direct and act as a resource for HSN-wide inquiries.
6. Demonstrated financial business acumen.
7. Demonstrated training, experience or utilization of quality improvement methodology for process improvement.
8. Demonstrated ability to independently identify issues, plan improvements, measure success and continue improvement.
9. Demonstrated excellent computer skills with proficiency in Microsoft Office software (e.g. Word, Excel, Power Point, Outlook and Teams) and patient information systems.
10. Demonstrated superior interpersonal and communication skills, both written and verbal.
11. Demonstrated ability to manage routine correspondence, multiple tasks/projects, diversified workload and rapidly changing priorities and challenging deadlines.
12. Demonstrated discretion and maturity when handling confidential information.
13. Demonstrated commitment to the safety of co-workers and patients.

PERSONAL SUITABILITY: 

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

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.