Executive Assistant

Department: CEO's Office - Corporate
Program: Executives
Status: Temporary Full Time (14 months)
8 Hour Shifts, Days/Evenings Schedule (Subject to Change)
Location: Oshawa
Wage Schedule: $34.760 - $46.850 per hour
File Number: 2500002779

DUTIES AND RESPONSIBILITIES:
Reporting to both the Health System Executive, Clinical, and Chief Information Officer & Regional Chief Medical Information Officer, the Executive Assistant plays an integral role in supporting Lakeridge Health's goal to become a leading health system focused on improving the overall health and wellness of the people in our region. This position requires the ability to work flexible hours and travel between sites as required.

The Executive Assistant performs a wide variety of administrative and support functions including:

• Maintaining complex calendars with attention to commitments, priorities and details;

• Scheduling meetings, preparing agendas, recording meeting minutes, preparing key messages & action items, and ensuring the distribution of relevant pre and post meeting materials;

• Preparing, proofreading and formatting all internal and external correspondence, presentations and reports, memos and SBARs (Situation, Background, Assessment, Recommendation), including highly confidential documents;

• Supporting committee activity aligned with the Executives as the sponsors, including Board committees;

• Monitoring and maintaining office correspondence including email, mail, courier etc.;

• Answering and responding to phone, voicemail, and in person inquiries from staff, physicians, the public and Governing bodies;

• Responding to queries and concerns from individuals in a tactful and confidential manner;

• Inputting payroll coding, processing invoices and assigning functional centre payments and

• Developing and maintaining a physical and electronic filing system and maintaining records and documents.

QUALIFICATIONS:

• Graduate of an Executive or Office Administration Program, or the equivalent combination of education and related experience;

• Experience providing administrative support at a senior or executive level in a healthcare environment;

• Advanced computer skills with expertise in the Microsoft Office Suite -Word, Excel, PowerPoint, Access and Outlook (tested); Experience with Microsoft Teams preferred;

• Ability to type a minimum of 60 wpm (tested);

• OneNote experience is required;

• Working knowledge of SAP is an asset;

• Proficiency at organizing and hosting virtual meetings;

• Willingness to look to technology to increase efficiency and effectiveness;

• Strong written and verbal communication, customer services and interpersonal skills;

• Proven detail and results oriented with strong organizational and time management skills and the ability to coordinate and manage multiple demands under restricted timeframes;

• Self-motivated, proactive, and able to work with minimal supervision;

• Ability to maintain confidentiality in all issues;

• Proven ability to assess inquiries and problems and to exercise good judgement in taking appropriate action;

• Ability to work well under pressure and use excellent judgement in assessing difficult situations;

• Must have a satisfactory performance record;

• Demonstrated commitment to our core values of Inclusion, Compassion, Innovation, Teamwork and Joy;

• Demonstrated understanding of and commitment to Lakeridge Health's comprehensive safety programs and practices including staff, patient and environmental safety and participation in regular in-service education in this area

CONDITIONS OF EMPLOYMENT:

The terms and conditions of employment are in accordance with Lakeridge Health's policies and procedures.

Lakeridge Health thanks all applicants, however, only those selected for an interview will be contacted.

Successful External applicants must provide a satisfactory Criminal Investigation Reference for the vulnerable sector, dated within the past six (6) months.

Accommodation will be provided in all parts of the recruitment and assessment process in accordance with the Accessibility for Ontarians with Disabilities Act (AODA). Applicants need to make their needs known in advance.

At Lakeridge Health we value inclusion and diversity. We are committed to fostering a culture that is respectful, inclusive and accessible and to employing a workforce that is representative of the diverse community we provide services to. As an equal opportunity employer we welcome applications from all qualified applicants.

Lakeridge Health is committed to providing a safe and healthy work environment for all team members and patients. New Lakeridge Health team members will be required to complete a Pre-employment Health Assessment as a condition of employment.