Executive Assistant

JOIN OUR TEAM AND HELP LEAD WITH CARE, COMPASSION AND COMMITMENT!

ABOUT THE ROLE

Reporting to the Executive Coordinator, the Executive Assistant to the Board of Directors is responsible for providing confidential, professional, and high-level administrative support to the Board of Directors. The position coordinates the effective operation of Board and Board Committee activities, including meeting planning, agenda preparation, minute-taking, records management, communications, and follow-up.

The Executive Assistant works closely with the President & CEO, Board Chair, Board of Directors and Board committees to ensure that governance processes are organized, timely, accurate, and aligned with the organization’s policies and applicable legislative and regulatory requirements.

Key responsibilities of the position include the following:

• Coordinates Board and Board committee meetings, including scheduling, logistics, agendas, meeting packages, and technology requirements
• Prepares, formats, proofreads, and distributes agendas, reports, presentations, correspondence, and other confidential materials
• Attends meetings and prepares accurate minutes, action items, and records of decisions
• Tracks follow-up items and supports timely completion of Board and committee actions
• Maintains secure and up-to-date governance records, calendars, terms of reference, policies, resolutions, and Board member information
• Supports Board member orientation, education sessions, retreats, and evaluations
• Provides confidential administrative support to the President & CEO, Board Chair, Executive Coordinator, and Leadership Team
• Coordinates calendars, appointments, travel arrangements, meetings, and special events
• Responds to and redirects inquiries with professionalism, diplomacy, and discretion
• Supports executive communications, special projects, and continuous improvement of governance processes
• Ensures compliance with organizational policies related to privacy, confidentiality, records management, and information security
• Performs other related duties as may be required

Applications will continue to be accepted until the position is filled. However, consideration of submissions after the deadline will be at the organization's discretion. Applicants are encouraged to apply by the Application Deadline.

This job posting is for an existing vacancy currently available within our organization.

COMMITMENT TO DIVERSITY

At St. Joseph's Care Group (SJCG), our diverse workforce strengthens our ability to provide culturally competent care and innovative solutions to the complex needs of our clients and communities. We encourage applicants from all backgrounds, diverse race, ethnicity, gender identity or expression, age, sexual orientation, family status, religion, disability, and socioeconomic status, to help address under-representation and foster greater inclusivity and belonging at SJCG.

By promoting a culture of inclusion and mutual respect, we ensure that our values of care, compassion, and commitment are reflected in every aspect of our work. If you are passionate about making a difference in healthcare and are committed to upholding these values, we encourage you to apply and join us in our journey towards a more inclusive and equitable future.

St. Joseph's Care Group is committed to providing reasonable accommodations to applicants with disabilities in our job application and hiring process.

WHAT YOU BRING

Education/Experience :

• Post-secondary education in business administration, office administration, or a related field
• Minimum three (3) years of experience in executive administration and/or governance within complex organizations
• Healthcare experience is preferred

Skills/Abilities:

• Ability to work independently and under pressure with minimal supervision
• Excellent organizational, proof-reading, and time-management skills
• Ability to communicate effectively and concisely, both orally and in writing
• Demonstrated ability to manage confidential information and competing priorities
• Strong attention to detail, sound judgment, initiative, and professionalism
• Proficiency with Microsoft Office applications, including Outlook, Word, Excel, PowerPoint, Teams and SharePoint
• Excellent interpersonal and public relation skills
• Ability to interact confidently and effectively with individuals across all levels of the organization, including the Board and senior leadership
• Demonstrated proficiency in minute-taking/transcription and in coordinating board and committee meetings, governance documentation, and related administrative processes
• Ability to work collaboratively with an interprofessional team environment
• Demonstrated regular attendance at work

Assets:

• Ability to converse in a second language would be an asset

Conditions of Employment:

• Must undergo a successful Criminal Record and Judicial Matters Check (CRJMC)
• Ability to work a flexible schedule, including occasional evenings and weekends as required by operational needs

WHY JOIN ST. JOSEPH'S CARE GROUP

St. Joseph's Care Group (SJCG) offers a meaningful career for those seeking to make a difference in health care. As a leading provider of complex care, rehabilitation, long-term care, and mental health and addiction services, SJCG is recognized for its commitment to high-quality compassionate, and people-centred care.

Experience a rewarding career and lifestyle you’ll love at the heart of Thunder Bay! Here’s what awaits you when you join our team:

• Enjoy a Competitive, Forward-Thinking Compensation Package: We offer salaries and benefits that recognize your talent and dedication.
• Secure Your Future: Become a member of the Healthcare of Ontario Pension Plan (HOOPP) – our organization will contribute $1.26 for every $1 you invest in your pension, ensuring a strong, stable retirement for your future.
• Make Your Move Easier: We provide relocation assistance to help you settle in (some conditions apply).
• Thrive in a Supportive Team: Grow your career and make meaningful contributions alongside dedicated and passionate colleagues.
• Commitment to Diversity: We are proud to be an inclusive workplace that celebrates the unique backgrounds, perspectives, and talents of every team member.
• Advance Your Skills: Access ongoing professional development, advanced education, and a tuition loan program.
• Continuous Improvement: We foster a culture where every team member is empowered to identify opportunities for improvement and share ideas.
• Prioritize Your Wellbeing: Take advantage of comprehensive wellness initiatives and access to an Employee & Family Assistance Program.
• Shape the Future: Get involved in research and teaching initiatives that make a real difference.
• Be Recognized and Rewarded: Benefit from employee recognition, discount, and referral programs.
• Live Where Adventure Meets Opportunity: Nestled on the stunning shores of Lake Superior, Thunder Bay offers the perfect blend of vibrant city life and breathtaking outdoor escapes.

APPLICATION INFORMATION

All job postings will follow the requirements outlined in the applicable collective agreement or the Terms & Conditions of Employment. If the job is not filled through this process, the posting will remain on our external site until the position is successfully filled.

Applicants who are part of the bargaining unit will be given priority consideration as set out in the relevant collective agreement. It is the applicant's responsibility to clearly demonstrate that they have the skills required for the position they are applying for.

This hiring process includes the use of AI-enabled systems for administrative and candidate management purposes.