Want to make a difference in your career? Consider this opportunity
The Executive Assistant will provide executive services and support to the Vice President.
The role will serve as the primary point of contact for internal and external stakeholders on a wide range of matters, including coordination and scheduling meetings, correspondence, managing and maintaining timelines as well as documents and SharePoint sites, and handling team coordination and new employee onboarding requests. The executive assistant requires a keen sense of tact, diplomacy, and customer service.
Here is what you will be doing:
Provides senior level administration services to ensure timely and accurate information and meeting requests are prioritized and summarized to ensure the Vice President is kept apprised of issues, operations and activities of the functional area
Provide scheduling and senior level administrative support to the Vice President; coordinates and maintains electronic calendar/schedule for leadership by anticipating and leveraging requirements, priorities and needs and provides necessary appointment logistics, pertinent information, and contact requirements
Prepares meeting packages for attendees (agendas/presentations), attends and records meetings as required, prepares and distributes minutes, communicates committee decisions, and initiates and/or completes any requires follow up to facilitate desired outcome of meetings
Interpretation/prioritization/recommendation of calendars and agendas and facilitate/support the consolidation of Vice Presidents presentations, briefs, and approvals to maximize efficiency of the portfolio leadership team
Proactively communicate with stakeholders on any schedule pressures or changes to maintain relationships
Manages the flow of communications to facilitate the prioritization, coordination and delegation of requests for meetings and information and to ensure the Vice President is properly briefed in all significant matters.
Recommend process changes and improvements to streamline Vice Presidents and department communications
Successfully completes critical aspects of deliverables with a hands-on approach, including correspondence that is sometimes confidential, and other tasks
Prioritizes conflicting needs; handles matter expeditiously, proactively, and follows-through with team members to ensure deliverables are completed on time, often with deadline pressures
Participates on assigned projects by summarizing topics on a variety of operational and other matters
Attends meetings, working groups and committees as part of a community of practice with other Executive Assistants across Ontario Health
Completes a broad variety of additional administrative tasks
Here is what you will need to be successful:
Education and Experience
Graduation from a college or university; or equivalent education and experience
4 - 6 years’ experience in providing Senior Administrative level services and support within a highly demanding work environment
Expertise in prioritizing and managing competing priorities and deadlines
Knowledge of executive office protocols and administrative systems within a government environment is an asset but not required
Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), and Adobe Acrobat
Experience working in an environment of equity, diversity, inclusion, and anti-racism
Knowledge and Skills
Knowledge of executive office protocols and administrative systems preferably within a government environment
Flexibility and an ability to work with tight timelines
Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, other Executive Assistants, leadership and team members from other portfolio areas, external partners, and external and internal stakeholders
Expert level written and verbal communication skills
Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response
Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment
Forward looking thinker, who actively seeks opportunities and proposes solutions.
Skills and ability to manage change for a new organizational culture and vision
Political acuity and effective stakeholder management skills
Highly resourceful team-player, with the ability to also be extremely effective independently
Forward looking thinker, who actively seeks opportunities and proposes solutions
Employment Type: Permanent Full Time
Location: Ontario (currently virtual; subject to change)
All applicants must be a resident of Ontario to be considered for roles at Ontario Health.
Note: As part of the initial recruitment screening process, Applicants must confirm that they are Fully Vaccinated against COVID-19. If Applicants are not Fully Vaccinated, they will be asked to identify any accommodation needs pursuant to a protected ground under the Code. If no such accommodation is identified, the Applicant will not be eligible to proceed through the recruitment process.
