• Executive Assistant, Quality & People

    Posted Date 3 weeks ago(9/28/2018 3:13 PM)
    Job ID
    2018-4078
    Job Location
    CA-ON-Mississauga | CA-ON-Etobicoke
    # Positions
    1
    Job Type
    Full-Time
    Job Industry
    Government and Public Sector, Healthcare and Medical Services
    Company
    Mississauga Halton LHIN
    Career Level
    Experienced
    Years of Experience
    3
  • Job Description

    We are currently recruiting an Executive Assistant, Quality and People!  Reporting to the Vice President, Quality and People, the Executive Assistant provides senior-level administrative support to the Vice President and the portfolio. This will include areas of responsibility such as coordination of business requirements under limited supervision to ensure the effective operation and relationship management of the portfolio.

    Competition #:          FY1718-097

    Start Date:                   Immediately

    Reports to:                  Vice President, Quality and People

    Category:                     Permanent Full-time

    Team:                            Quality and People

    Current primary assigned location:   Etobicoke Office, 401 The West Mall

    Key accountabilities:

    Assistance and Support

    • Prioritizes information, prepares information packages, reports, briefing materials, and background documents for meetings or pending decisions
    • Prepares documents and presentations as required using word processing, data base, and related computer software
    • Acts as a liaison with counterparts across the province, government agencies, and community partners
    • Coordinates all aspects of management, team and other committee meetings; prepares and pre-circulates agenda and support materials for the meetings
    • Takes minutes at management, portfolio and other committee meetings
    • Manages issues, recognizing and bringing forward urgent issues and forwarding to the appropriate parties for resolution; receives/screens and prioritizes communications
    • Prioritizes and manages calendar events/bookings, sets up meetings on his/her behalf and resolves scheduling conflicts
    • Handles logistics, travel arrangements, and accommodations for events, seminars, conferences, meetings, and other engagements
    • Directly responds or coordinates response to requests for information from internal and external parties and/or prepares correspondence for sign-off
    • Directly responds to routine correspondence, reviews and edits correspondence for consistency in style, format
    • Ensures portfolio’s compliance with records management practice and that documents are uploaded to the central document inventory
    • Provides support to FIPPA coordinator in the collection of information from their portfolio responsive to FIPPA requests
    • Actively participates in designated projects, supporting logistics as well as assigned project deliverables
    • Conducts general surveys and collects/compiles data on behalf of the Executive as assigned
    • Edits, updates and maintains the intranet/portal content for the department
    • Provides administrative support to portfolio Directors and Managers as required

    Board of Directors Sub-Committees

    • Coordinates all logistical elements of committee meetings; prepares and pre-circulates agenda and support materials for all meetings; coordinates arrangements for committees/meetings                                                            
    • Attends and is responsible for minute taking at committee meetings     
    • Prepares committee documents, reports, briefing documents, presentations as required using word processing, data base, and related computer software        

    Administrative Team Support

    • Possesses a thorough knowledge of the organization’s priorities to ensure efficient dissemination and effective exchange of information throughout the administrative staff; this will be aided by an in depth knowledge of portfolio required operational processes (ROP) and a solid knowledge of the organizational ROPs and the Subject Matter Experts in order to direct work to the appropriate resources
    • Peer lead for administrative staff within the portfolio and acts as a resource, coach and mentor as required
    • Collaborates with the administrative team to ensure the flow and completion of priority organizational work
    • Identifies needs for efficiencies and improvement within administrative processes and monitors outcomes of efficiency processes for reporting and improvement
    • Identifies learning opportunities for administrative staff
    • Ensures and provides coverage as appropriate

     

    Qualifications include:

    • Post-secondary education in business, general administration or related field (or equivalent combination of education and experience)
    • Three (3) to five (5) years job related experience in a senior-level administrative role working with senior level management (i.e. knowledge of the formal and informal protocols and methods of supporting senior management level positions)
    • Experience in a health care setting preferred
    • Adept in the use of MS Office applications (e.g., Word, Excel, Outlook, PowerPoint, Adobe etc.)
    • Understanding and commitment to quality service and best practice
    • Excellent judgment in setting priorities, identifying issues and determining action required. Adept at balancing major concurrent tasks and projects
    • Demonstrated ability to integrate information from a variety of sources into effective briefing material, reports and summaries
    • Demonstrated strong minute taking ability with previous senior level management
    • Demonstrated ability to work under pressure of multiple changing demands and deadlines
    • Ability to deal with issues in a confidential manner
    • Ability to work in a professional manner with a variety of LHIN, Ministry of Health and Long Term Care staff as well as Regional and Municipal government office staff
    • Flexible, adaptable and responsive to change
    • Self-directed with an ability to organize, plan, prioritize and multi-task
    • Demonstrated critical thinking and attention to detail

                                                                                                                           

    To apply for this vacancy please submit a resume with covering letter referencing FY1819-133 via the following link lhinjobs.ca or visit the Mississauga Halton LHIN Career Opportunity page at lhinjobs.ca.

     

    Please note, only those candidates selected for an interview will be contacted.

     

    Mississauga Halton LHIN is a respectful, caring and inclusive workplace, committed to Employment Equity.  We welcome diversity in the workplace, and encourage applications from all qualified individuals including women, members of visible minorities, aboriginal persons, and persons with disabilities.  We will provide accommodations throughout the recruitment and selection and/or assessment process to applicants with disabilities.  Applicants need to make their accommodation needs known when contacted.

     

    To receive any Mississauga Halton LHIN document required by the Accessibility for Ontarians Disability Act (AODA) and its standards, or to receive any public document on our website in an alternate format, please contact our Communications Department at 905-855-9090 or 1-877-336-9090.

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