Executive Assistant, Quality And Risk, Tft

This position is responsible for providing executive administrative support to senior management by organizing, coordinating, and expediting the flow of work while working effectively and collaboratively with management and external stakeholders

Key Responsibilities

• Reviews incoming materials (e.g., telephone call, incoming mail, e-mail messages) to determine their disposition and initiate action required; follows up to resolve problems and ensure appropriate completion. Updates and advises on progress, problems and issues and recommended action(s).
• Establishes effective working relationships with the LHIN team, government officials, and stakeholders.
• Coordinates and arranges on-site (including OTN) and off-site meetings and events including logistics (e.g., Communication, location, meals, refreshments, equipment, materials, RSVPs, and travel).
• Maintains a high level of confidentiality and professionalism at all times.
• Prepares for, attends and records minutes of meetings as requested including the preparation and distribution of agendas, minutes, and other meeting materials.
• Drafts, formats, transcribes, collates, and organizes briefing notes, packages, and status reports in response to questions and emerging issues.
• Uses independent judgement to review, screen and/or distribute communications (e.g., telephone calls, incoming mail, and e-mail messages); identifies items requiring priority attention and prioritizes and facilitates communication throughout the office.
• Performs a wide variety of administrative support duties for the Director (e.g., calendar management, electronic and hard copy file maintenance, correspondence, communication, project support, expense tracking, etc.) which includes initiating, planning, and carrying out special projects; coordinating project logistics; conducting research and analysis.
• Attends meetings and participates on corporate committees, internal planning groups, task forces and working groups. Actively participates within cross-functional teams to advance the NSM LHIN's strategic directions and operational activities.

Risk Management

• Follows safe practices related to the security and privacy of information.
• Reports risks with causes, impacts or mitigations beyond scope of responsibility to management.

Patient Safety

• Supports patient safety culture by ensuring work completed recognizes the safety of the patient(s).

Health & Safety

• Must adhere to all NSM LHIN administrative and applicable occupational health and safety policies, procedures, and protocol.
• Adhere to the duties of workers, as stipulated in Section 28 of the Occupational Health and Safety Act, applicable occupational health and safety policies, procedures, and protocol.

Other

• Undertakes special projects as assigned.
• Other duties as required
• Updates and maintains assigned sites on SharePoint.
• Provides back-up support as required.

Position Requirements

Education

• Post-secondary diploma in executive office administration.
• Medical terminology certificate an asset.

Experience / Knowledge

• Knowledge of standard office administrative practices and procedures.
• Five (5) years of progressive administrative experience at the senior management level in a health care organization.

Competencies

• Self-motivated, focused, positive attitude, flexible, and proactive.
• Ability to identify creative solutions that address time, budget, quality.
• Ability to organize daily workload in the presence of frequent interruptions, multiple demands, and deadlines.
• Demonstrated analytical skills and ability to write and analyze reports is an asset.
• Ability to initiate and complete projects with minimal supervision.
• Ability to develop, organize, and implement office procedures and systems.
• Demonstrated organization, record keeping, problem solving and decision-making skills.
• Interacts and communicates with a strong degree of judgment and discretion.
• Accurate keyboarding skills at a minimum of 45 wpm.
• Excellent interpersonal skills and demonstrated ability to facilitate effective working relationships with internal and external customers at all levels.
• Excellent communication (verbal, written & listening) skills.
• Proficiency in French is an asset.
• High level of proficiency in MS Office, including Excel, Outlook, Word, and PowerPoint, Access, and Visio.
• Demonstrated commitment to continuous improvement principles and practices.
• Demonstrated ability to work independently and in a team.
• High level of attention to detail and ability to proof-read.