Executive Assistant - Guelph, Canada - St. Joseph's Health Centre Guelph

St. Joseph's Health Centre Guelph

Verified Company

Guelph, Canada

2 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Full time

Description

Executive Assistant

Full-Time, Non-Union

R/23-163

The Organization:

St. Joseph's Health Centre Guelph (SJHCG) is a faith-based organization that is part of St. Joseph's Health System.

We live by our CARE values:
Compassion, Accountability, Respect, and Excellence, and embed person
- and family-centred care throughout our 240 long-term care beds, 106 hospital beds, and a variety of outpatient and community support services. Our staff complement of approximately 700 employees is committed to contributing to a healthy, safe, and respectful environment. If you are a passionate and highly motivated individual, looking to help us advance in our mission, vision and values, we look forward to you joining our team

**The Job Summary: The Executive Assistant is a member of the team and has dual reporting to the VP Finance & Information Services & CFO and VP People & Strategy. The Executive Assistant plays an integral role in the effectiveness of the VP offices and assesses, prioritizes, and coordinates the VPs' activities by reviewing requests and organizing workflow, composing and editing correspondence, minutes, confidential files, and financial data, among other related activities and projects. This role supports the two VPs on various internal and external committees and provides leadership, organization, and project leadership to the VPs' offices and projects. The Executive Assistant supports the philosophy and mission of St. Joseph's Health Centre Guelph (SJHCG), and St. Joseph's Housing Corporation Inc. Guelph (SJHC) and the established goals, objectives and policies for each.

**Key Accountabilities & Success Criteria: Overall Responsibilities

Take the lead role in the planning and execution of VPs' commitments, including drafting communications, drafting presentations, completing reporting submissions and supporting project and initiatives.
Prepare, complete, review and ensure accuracy of documents flowing to and from the VPs' office, including managing the storage and security of confidential files.
Coordinate actions following Board Committee meetings at SJHCG and SJHC.
Carry out specific projects and independently analyze, prioritize and execute commitments on behalf of the VPs.
Maintain the image of the VPs' Office by adhering to a professional and consistent standard.
Create documents utilizing various office automation software programs. (Word, Excel, PowerPoint, etc.)
Conduct research and analysis to make recommendations, compile briefing notes and coordinate projects as well as support the coordination of portfolio related projects.

Specific Responsibilities

Actively participate in the development of the capital budget; responsible for the ongoing tracking and reconciliation of the capital budget.
Track and ensure deadlines are met for funding letters and reporting requirements.
Prepare, respond and provide oversight for reporting requirements to the MOH/MOLTC, Ontario Health and the Guelph and Area Ontario Health Team.
Coordinate updates and complete reporting for the Facility Condition Assessment Program (FCAP)
Complete the annual insurance policy renewal for signoff by the CFO and facilitate the submission of insurance claims, which includes responding to enquiries regarding claims.
Liaison for the Resource Planning Committee and Mission, Ethics, Healthcare Quality. Committee of the Board of Trustees; prepare meeting packages, take meeting minutes and complete action items following Committee meetings.
Accurately prepare regular updates to the System Finance & Audit Committee of St. Joseph's Health System for the CFO.
Accurately prepare regular Finance and People and Strategy updates to be included in the monthly President's Report on behalf of the VPs'.
Prepare Broader Public Sector Reporting requirements for signoff by the Board of Trustees and President.
Manage the Health Centre's Accountabilities and Responsibilities section of the website to ensure complete, transparent and accurate information is available for clients, families, community members and funders.
Provide support for procurement management, contract management, and building and environmental services.
Contributes to a transparent culture of client and staff safety by adhering to and abiding by patient and staff safety policies and procedures set by St. Joseph's
Promotes an environment that encourages and supports change using change leadership theory

Specific Responsibilities - St. Joseph's Housing Corporation

As a member of the Silver Maple Seniors Community project team, execute all administrative tasks on time, and communicate effectively with the project team.
Prepare regular updates on behalf of the Housing Corporation to be included in the monthly President's Report.
Hear, investigate and resolve complaints from tenants.
Manage and update the Housing Corporation's website to ensure complete and accurate information is ava