Executive Assistant Medical Affairs - Toronto, Canada - St. Joseph's Health Centre

St. Joseph's Health Centre

Verified Company

Toronto, Canada

1 week ago

Posted by:

Sophia Lee

beBee Recruiter

Description

DUTIES AND RESPONSIBILITIES:

Schedules and coordinates the activities of the VP and Director through a combination of independent decision making and asking for input where needed.
Coordinates and maintains electronic calendar/schedule for the VP and Director by anticipating and leveraging requirements and priorities and provides necessary appointment logistics, pertinent information, contact requirements;
Provides administrative support through the editing, formatting and occasional preparation of a variety of documents (e.g. reports, legal agreements, letters, minutes/agendas, presentations, etc.).
Independently manage logistics associated with programming including but not limited to: room bookings, catering, equipment booking
Coordinates project & program activities, including working with internal and external partners, working groups, steering committees and project teams to operationalize and monitor tasks, milestones and expenses for specific programs, as assigned.
Prepares and distributes large agenda packages for recurring committee meetings.
Maintains a shared database of department physicians to ensure timelines are met on hospital, department and academic appointments and reviews
Coordinates the recruitment and external reviews of Department Chiefs
Coordinates special projects and events as assigned.
Successfully builds internal and external relationships
Acts as an information conduit, receiving and managing sensitive and/or confidential information and disseminates highly confidential documents.
Ensures prompt communication of messages from internal and external stakeholders and facilitates followup communication, using appropriate judgment and discretion, using tone and language appropriate to the situation.
Coaches and mentors junior administrative staff, administrative assistants to the Department Chiefs when needed on processes and business efficiencies;
Acts as a support to the Medical Staff Liaison & Credentialing Advisor by providing backup and when required, onsite assistance to Medical Staff in matters related to Credentialed Staff Appointments or Re-Appointments
Supports Physician related Capital Redevelopment Planning, where relevant
Setsup, tracks and processes stipends for Department Chiefs (SJHC site)
May be involved in setup, tracking and processing Hospital On-Call Coverage Program for the SJHC site including ensuring a balanced submission to the Ministry
Oversees payroll and attendance management of team.
Provides interim coverage and support to other Administrative Assistants as required.
Collects and reports on statistical information including, data entry, and coordinating and compiling reports for the portfolio.
Assists in budget preparation, monitors and submits expenses, and generates various expense reports based on hospital policies and the Broad Public Sector Accountability Act expense directives

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QUALIFICATIONS:

Successful completion of an Office Administration Program, College Diploma or Bachelor's Degree.
Ideally has five (5) years of experience working in an administrative position in health care (hospital) or educational institutions.
Demonstrated ability to work independently and as well as part of a team
Strong written and verbal communication skills.
Excellent time management and prioritization skills
Excellent customer service skills.
Strong organizational skills.
Meticulous attention to detail
Demonstrated flexibility in responding to predictable and unpredictable work demands
Ability to function in a dynamic, professional environment.
Advanced computer skills in a Microsoft Office Applications (Word, PowerPoint, Excel, Outlook); Adobe; database and spreadsheet, and virtual meeting experience required.
Demonstrated good judgment and discretion; compliance with confidentiality requirements.
Excellent attendance and punctuality record.
Social media, accessible communication, and / or graphic design skills an asset.