Executive Assistant Vice President Clinical Emrg Ren

Job Responsibility:

The primary role of the Executive Assistant to the Vice President of Clinical Programs (Emergency, Renal, Medicine, Primary & Community Care, Strategic Partnerships) 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 VP; briefing the VP 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.

DUTIES & RESPONSIBILITIES

• Serves as the external facing point for the executive office, a conduit between the VP and all levels of internal and external stakeholders and contacts
• Responds to and facilitates resolution of critical situations referred to the executive office, often managing sensitive and/or confidential information and disseminating and exchanging highly confidential material with discretion, tact and diplomacy
• Coordinating and maintaining electronic calendar/schedule for the VP by anticipating and leveraging requirements, priorities and needs of the busy executive and providing necessary appointment logistics, pertinent information and contact requirements
• Composes, designs, edits and processes a variety of reports, briefing notes, correspondence, newsletters and presentations shared with all levels of internal and external stakeholders
• Coordinates travel for the VP including air and hotel arrangements, ground transportation, appropriate itineraries and reservations as well as meeting preparation (i.e. presentations, documentation, logistics, etc.)
• Performs activities to facilitate and coordinate streamlining of workload and processes; initiates process improvement and other activities to ensure the efficient operation of the office
• Performs administrative office duties such as maintaining various hard files and electronic records; photocopying; faxing; and mailing and maintaining office equipment and supplies
• Maintains an updated CV inclusive of publications and presentations as well as a current bio for the executive
• Coaches and mentor junior administrative staff when needed on processes and business efficiencies
• Collects and reports statistical information including, if asked upon, coordinating and compiling quarterly performance report for the portfolio
• Assists in budget preparation, monitors and submits expenses, reimbursements, reconciles credit card payments and generates various expense reports based on hospital policies and the Broad Public Sector Accountability Act expense directives
• Plans and coordinates daily/weekly/monthly, ad hoc and confidential management meetings as well as portfolio, executive or corporate level events
• Prepares meeting packages for attendees (agendas/presentations), attends and records proceedings, prepares and distributes minutes, communicates committee decisions, and initiates and/or completes any required follow up to facilitate desired outcome of meetings
• Manages all meeting logistics (room schedule, catering) adhering to appropriate policies
• Assists with human resources issues and activities within the VP portfolio
• Provides high level administrative support for executive position searches within the organization
• Performs cross-functional tasks and/or duties within the portfolio including quality initiatives and support implementation of portfolio project initiatives as assigned
• If required, meets with individuals and groups inside or outside of the organization on behalf of the VP

QUALIFICATIONS:

• Post-secondary education in a relevant field (Office or Business Administration) or equivalent related experience
• At least 5 years related administrative experience in a senior executive level, preferably in healthcare
• Proficiency is required in the use of word processing, database and spreadsheet, presentation, email, and electronic calendar software (i.e. MS Word, Excel, PowerPoint and MS Outlook) as well as any specific payroll or financial reporting software used in the hospital environment

Core competencies:

• Accountability and dependability: ability to internalize and outwardly express responsibility for timeliness, commitment to task, adherence to performance standards, and conformity with the rules and policies of the organization
• Communication: ability to clearly convey and receive messages to meet the needs of the organization through the ability to listen, interpret, formulate and deliver verbal, nonverbal, written and/or electronic messages efficiently, courteously and in a timely manner
• Attention to detail: ability to systematically employ a standard system of organization in work process and related resources and overall concern for integrating all aspects of the task/ situation and/ or work-related problems
• Information seeking: ability to address and handle the flow of information by identifying, systematically collecting and organizing information for use
• Continuous learning: ability and eagerness to acquire necessary technical knowledge, skills and judgment to accomplish results or serve executive and leadership needs more effectively
• Diversity and equity: ability to interact effectively in the provision of respect in an environment rich in diverse populations
• Adaptability: ability to adapt behavior and work methods in response to new information, changing conditions of unexpected obstacles
• Leadership and motivation: ability to provide direction and to inspire and support others to achieve the vision, mission and values and objectives of the team and hospital as a whole showing respect for others, tolerance and openness
• Organization awareness: ability to understand the structure and culture of the organization and to achieve value through understanding the impact on staff and organization. Fostering a culture of efficiency and continuous improvement by reducing complexity, avoiding waste and maximizing opportunities and improving quality and cost reduction
• Planning and coordination: ability to select priorities, coordinate activities and make best use of resources to ensure hospital objectives are achieved
• Problem solving and judgment: ability to assess options and implications, in order to identify solutions
• Results orientation: ability to understand, use and review hospital processes and systems and encouraging a continuous improvement culture
• Service orientation: ability to provide and maintain the highest standards of service for all stakeholders and users;
• Teamwork and collaboration: ability to work in partnership with portfolio leadership, other administrators, leadership and executives to ensure mutual understanding of objectives, effective communication and collaboration towards shared priorities
• Values and ethics: fostering and supporting the principles and values of the organization and the Public Sector as a whole

As a condition of employment, all external hires will be required to submit proof of COVID-19 vaccination or documentation unless a valid accommodation under the Ontario Human Rights Code exists. Please note, if you are extended an offer of employment, you will be required to provide proof of vaccination in Ontario QR Code format. All internal candidates must be in compliance with Unity Health Toronto's COVID-19 Vaccination Policy.

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