Executive Assistant, Foundation - Markham, Canada - Oak Valley Health

Oak Valley Health

Verified Company

Markham, Canada

3 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Full time

Description

Who WE are:

Established in 1989, Markham Stouffville Hospital (MSH) Foundation has continuously raised funds to support healthcare in our community.

Oak Valley Health is embarking on a new era of how healthcare is delivered to its patients and, as the capacity of our hospital grows, so do the needs.

The MSH Foundation's mission is to enable the growth of Markham Stouffville Hospital (Markham Site of Oak Valley Health) by raising sustainable funds and awareness for its priorities and ongoing needs.

Who YOU are:

You are an innovative and service-focused individual who provides excellence within your profession. You are a team player with critical thinking ability and above average emotional intelligence. You have vision and demonstrate flexibility, transparency, honesty and practicality. You are attentive, accurate, adept at anticipating needs, multi tasking and meeting deadlines.

You manage ambiguity well and adapt to changing priorities and conditions in an agile way - responding quickly and effectively, with curiosity and excitement.

What WE are looking for:

We are seeking an independent critical thinker, who is uber organized, to provide a wide range of executive services to the CEO and support the MSH Foundation Board of Directors.

The incumbent will manage highly confidential and sensitive information and follow-up on priority matters.

They will be responsible for managing the CEO's calendar, supporting community and hospital relations, scheduling and arranging meetings and special events and contributing an overall positive energy to our team culture.

Areas of Responsibilities Include:

EXECUTIVE OFFICE ADMINISTRATION

Representing the Office of the CEO in a professional, customerfocused manner
Effectively managing the CEO's schedule, including foreseeing conflicts and using considerable judgment and diplomacy to reschedule appointments according to demanding priorities
Making travel arrangements and preparing monthly expense reports for the CEO
Maintaining contacts and drafting correspondence in a timely manner on behalf of the CEO
Researching and compiling appropriate data for reports, projects, and preparing presentations
Creating, gathering and proofreading documents
Reviewing CEO's daily mail and distributing to others as appropriate
Maintaining an electronic and/or paper file management system
Providing HR management support to the CEO as required
Coordinating annual schedule of bimonthly All Staff Meetings with rotating staff hosts
Assisting the CEO with various special projects (i.e. team building and donor events)

BOARD & GOVERNANCE

Working with the CEO in organizing meetings including: drafting agendas; liaising with internal and external stakeholders; arranging meeting rooms and catering; advising attendees of meeting time and location; distributing meeting materials; arranging for appropriate audiovisual and other equipment; attending meetings, recording and preparing minutes
Serving as the primary contact and support for the Board of Directors and its standing Committees: Executive, Finance, Audit & Investment and Nomination & Governance
Attending all quarterly Board and Committee meetings and acting as Recording Secretary
Managing all aspects of Annual Meeting and membership recognition event
Organizing orientation for new Directors including updating manual material, scheduling tours etc.
Contribute to the development and revision of governance materials (i.e. terms of reference, code of conduct, bylaws etc.)
Keep apprised of relevant changes in legislation and evolving governance best practices and reflect these as appropriate in the governance guiding documents

What YOU bring to MSH Foundation:

A university degree or college diploma in office/administrative management
A minimum of 57 years of recent relevant experience supporting senior executives in the healthcare and/or notforprofit industry
Proven record in ensuring confidentiality, integrity, professionalism and diplomacy at all times
Demonstrated technical skills including proficiency with Microsoft Office (Word, Excel, PowerPoint, Outlook), Adobe Acrobat, virtual meeting platforms (Zoom, Teams) and the initiative to use emerging technologies as required
High initiative, efficiency and a keen attention to detail
The ability to interact with others and deal with situations in a way that respects a diversity of backgrounds, experience and styles with tact
Superior communication (verbal and written) skills and the ability to effect strong public relations with directors, staff, physicians, volunteers, donors and government officials
A passion for good governance
Reliability being accessible to the CEO
Willingness to commit to a healthy and safe workplace for self and others (staff, patients, families, etc.) by taking all reasonable precautions and working in compliance with hospital and MSH Foundation related policies, health and