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    Executive Assistant - Toronto, Canada - Ontario Health

    Ontario Health
    Ontario Health Toronto, Canada

    1 week ago

    Default job background
    Full time
    Description

    At Ontario Health, we are committed to developing a strong organizational culture that connects and inspires all team members across the province. Our vision is that together, we will be a leader in health and wellness for all. Our mission is to connect the health system to drive improved and equitable health outcomes, experiences and value. How we work together is reflected through our five values: integrity, inspiration, tenacity, humility and care.

    What Ontario Health offers:

    Achieving your career goals is a priority to us. Benefits of working at Ontario Health may include the following based on employment type.

  • Fully paid medical, dental and vision coverage from your first day
  • Health care spending account
  • Premium defined benefit pension plan
  • 3 personal days and 2 float days annually
  • Individual contributors start at 3 weeks' vacation with 4 weeks at 2 yrs.
  • Career development opportunities
  • A collaborative values-based team culture
  • Wellness programs
  • A hybrid working model
  • Participation in

    • Want to make a difference in your career? Consider this opportunity.

    The Executive Assistant will provide executive services and support to the Health System Performance and Support Executive and the Manager, Health System Performance and Support Portfolio.

    The role will serve as the primary point of contact for internal and external stakeholders on a wide range of matters, including coordination and scheduling meetings, correspondence, managing and maintaining timelines as well as documents and SharePoint sites, and handling team coordination and new employee onboarding requests. The executive assistant requires a keen sense of tact, diplomacy, and customer service.

    Here is what you will be doing:

  • Provides executive administration services to ensure timely and accurate information and meeting requests are prioritized and summarized to ensure the executive is kept apprised of issues, operations and activities of the functional area.
  • Manages the flow of communications to and from the office to facilitate the prioritization, coordination and delegation of requests for meetings and information and to ensure the Executive is properly briefed in all significant matters.
  • Completes a broad variety of administrative tasks including managing an extremely active calendar of appointments.
  • Plans and oversees the scheduling of meetings, speaking engagements and presentations and coordinates the preparation and/or compilation of materials.
  • Prepares meeting packages for attendees (agendas/presentations), attends and records proceedings, prepares and distributes minutes, communicates committee decisions, and initiates and/or completes any requires follow up to facilitate desired outcome of meetings.
  • Successfully completes critical aspects of deliverables with a hands-on approach, including correspondence that is sometimes confidential, and other tasks.
  • Prioritizes conflicting needs; handles matter expeditiously, proactively, and follows-through with team members to ensure deliverables are completed on time, often with deadline pressures.
  • Participates on assigned projects by summarizing topics on a variety of operational and other matters.
  • Attends meetings, working groups and committees as part of a community of practice with other Executive Assistants across Ontario Health.

    • Here is what you will need to be successful:

    Education and Experience

  • Graduation from a college or university; or equivalent education and experience
  • 4 - 6 years' experience in providing executive level services and support within a highly demanding work environment
  • Expertise in prioritizing and managing competing priorities and deadlines
  • Knowledge of executive office protocols and administrative systems within a government environment is an asset but not required
  • Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), and Adobe Acrobat,
  • Experience working in an environment of equity, diversity, inclusion, and anti-racism

    • Skills and Abilities

  • Knowledge of executive office protocols and administrative systems preferably within a government environment
  • Flexibility and an ability to work with tight timelines
  • Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
  • Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, other Executive Assistants, leadership and team members from other portfolio areas, external partners, and external and internal stakeholders.
  • Expert level written and verbal communication skills
  • Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response
  • Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment
  • Forward looking thinker, who actively seeks opportunities and proposes solutions.
  • Skills and ability to manage change for a new organizational culture and vision
  • Political acuity and effective stakeholder management skills
  • Highly resourceful team-player, with the ability to also be extremely effective independently
  • Forward looking thinker, who actively seeks opportunities and proposes solutions.

    • Employment Type: Permanent Full-Time

    Salary Band: 3

    Location: GTA Ontario (currently hybrid; subject to change). All applicants must be a resident of Ontario to be considered for roles at Ontario Health.

    Internal Application Deadline Date: June 19, 2024

    Ontario Health encourages applications from candidates who are First Nations, Métis, Inuit, and urban Indigenous; Francophone; Black and racialized; members of 2SLGBTQIA+ communities; trans and nonbinary; and disabled.

    We encourage applicants with accessibility needs to notify us if they have any accommodation needs in the application and/or interview process.

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