Executive Assistant, President & CEO Executive Office Admin

Executive Assistant, President & CEO Executive Office Admin (Job ID: 4271)

In a fast paced environment, the primary role of the Executive Assistant to the President & Chief Executive Officer (CEO) of a 3 hospital site health system is to provide a wide range of executive level administrative support functions ranging from coordination of information flow integral to the office, accurate and timely delivery of senior level administrative services such as preparation of briefs, reports, presentations and correspondence; provision of support to internal committees that report to the President; briefing the President on relevant and current organizational, portfolio and executive level issues based on the understanding and awareness of priority initiatives and activities. The Executive Assistant provides proactive support as the face and voice of the business office, the first point of contact for internal staff and executives, vendors, peer hospitals, government agencies and the public requiring a keen sense of tact, diplomacy and customer service.

RESPONSIBILITIES:

• Senior professional administrator support to the CEO in a one-on-one working relationship to ensure the effective operation of the CEO office and executive team;
• Serves as the external facing point of contact for the CEO office, and acts as a conduit between the President and all levels of internal and external stakeholders and contacts (including the Board of Directors, peer CEOs, levels of government and Senior members of leadership);
• Manages the CEO office by ensuring high functioning administrative systems for correspondence, document storage and retrieval and communications. In doing so ensures that the CEO office role models a professional, responsive and high functioning organizational unit;
• Accountable for the CEO's schedule (which aligns to organizational priorities), and ensures that the CEO is always prepared, organized and aware of daily and evening commitments, stakeholder needs and public presentations. Work closely with Communication team to ensure speaking notes and itineraries are prepared in advance
• Regular liaison with the governance function of the organization to ensure that commitments related to the Board of Directors and Board committees are met and that the CEO is organized and prepared to meet deadlines, materials submissions and presentations.
• Demonstrates expert judgement and tact to respond to and facilitate resolution of critical situations referred to the CEO office, often managing sensitive and/or confidential information and disseminating to the appropriate area for response;
• Disseminates and exchanges highly confidential material with discretion, fact and diplomacy;
• Organizes and coordinates executive outreach by scheduling meetings, preparing Executives for meetings with the CEO and organizing meetings and ensuring materials are gathered in advance;
• Work closely with the Foundations on scheduling events, donor meetings and ensure prep meetings and speaking notes are prepared in advance
• Organizes and coordinates external relations efforts by reaching out to Ministers, Deputy Ministers, Ontario Health Executives, Premier's office, Mayor's office, etc;
• Oversees special projects in the executive office that may have organization wide impact, and facilitates and coordinates streamlining of workload and processes. Initiates process improvement and other activities to ensure the efficient operation of the office;
• Composes, designs, edits and processes a variety of reports, briefing notes, correspondence, newsletters and presentations shared with all levels of internal and external stakeholders;
• Arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings;
• Ensures smooth communication between the CEO's office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.
• Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement and reference letters, personal correspondence, and other tasks that facilitate the CEO's ability to effectively lead the hospitals;
• Disseminate patient feedback (via voicemail, email, letter) and work closely with Patient Relations to send timely response from the CEO
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures;
• Monitors email and voicemail after hours and responds promptly and accordingly;
• Maintains meticulous paper and electronic filing systems, ensuring regular review in order to assess file completeness and relevance. Retrieve files and correspondence for the CEO;
• Completes expense reports. Ensures the timely distribution and processing of invoices, contracts, memberships and payment approvals. Reviews policies and contracts as necessary;
• Distributes funding letters, agreements, ministry reporting and ensures appropriate approvals for sign off in a timely manner
• Enter payroll for the executive team
• Participates as an adjunct member of the Executive Team including assisting in scheduling meetings, attending all meetings, and assists with the coordination and organization of corporate initiatives for implementation;
• Leads the development of the agenda, manage materials and taking minutes of weekly Executive team meetings;
• Facilitates cross-divisional coordination of travel and outreach plans;

QUALIFICATIONS:

• Significant senior executive support experience supporting C-Level Executives, preferably in a complex multi-site organization.
• Formal educational credentials in business or office administration or equivalent relevant experience.
• Experience in a sufficiently large and complex organization, healthcare experience preferred.
• Expert proficiency with Microsoft Office and desktop publishing software; ability to design and edit graphic presentations and materials.
• Experience and proficiency in handling executive-level internal and external correspondence and communications.
• Demonstrated initiative, a high degree of accuracy and attention to detail, and the ability to handle and prioritize numerous complex tasks simultaneously.
• An exceptionally high standard of professionalism, confidentiality, and discretion is required.
• Superior organization, problem solving, and judgment skills with strong attention to detail
• Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners, ministry and government officials and donors.
• Demonstrated proactive approaches to problem-solving with strong decision-making capability who demonstrates forward thinking and actively seeks opportunities and solutions.
• Ability to deal with emotionally charged situations involving patients, families, staff and external stakeholders.
• Highly resourceful team-player, with the ability to also be extremely effective independently.
• 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.