Executive Assistant and Board Liason – Administration – Permanent Full-Time

Job title: Executive Assistant and Board Liason – Administration – Permanent Full-Time

Job description: CAREER OPPORTUNITY

Executive Assistant and Board Liason

2022-150

Choose Collingwood General & Marine Hospital:

Explore a role with Collingwood General & Marine Hospital (CGMH) and live your ideal lifestyle. Located on the shores of Georgian Bay, you have the opportunity to enjoy the 4-season recreational community.

CGMH is a 74-bed facility serving more than 60,000 permanent residents and 3.5 million annual visitors to the communities of Wasaga Beach, Collingwood, Clearview and the Blue Mountains. CGMH is an acute care hospital providing emergency care, diagnostic services including lab, imaging and cardio respiratory therapy, as well as two inpatient units (medicine and surgery). In addition, CGMH provides care in specialty areas including obstetrics, orthopaedics, intensive care and surgery. The Hospital also provides outpatient care including dialysis and a wide range of clinics including mental health and rehabilitation services. There are endless opportunities for families, adventure seekers, boaters, foodies and so much more.

Corporate Culture:

At Collingwood General & Marine Hospital, we are anchored by our vision, mission and values and guided by our strategic directions. If you exhibit the core values of CGMH; Inclusive, Caring, Accountable, Respect, Excellence, Teamwork, Adaptable, we want you to join us in providing exceptional services to our patient and their families.

Current Immunization Record required, including two doses of a COVID-19 vaccine series approved by Health Canada or the World Health Organization, short of an approved exemption on a ground pursuant to the Ontario Human Rights Code.

Benefits:

This position includes a comprehensive and competitive benefit plan, including but not limited to extended health and dental coverage, life and accident insurance, paid vacation and sick days, short and long term disability income protection plans, Healthcare of Ontario Pension Plan (HOOPP), Employee & Family Assistance Program and access to CGMH Perkopolis discounts.

The Opportunity:

Reporting to the CEO and President (CEO), the Executive Assistant and Board Liaison provides executive assistant support to the CEO, supports the Board of Directors, and coordinates the work the other Administrative Assistants in the CGMH Senior Leadership Offices, related to Board Standing Committees and office coverage.

The Executive Assistant and Board Liaison co-ordinates the daily activities of the CEO and President’s Office; develops and implements processes that improve office functionality, efficiency and professionalism. Greets and interacts with individuals/groups presenting themselves in person or by telephone to the CEO’s office and either establishes appointments, arrange for follow-up or redirects them. The Executive Assistant also researches, compiles, drafts, edits, and proofreads, correspondence, briefing notes, documents, presentations, proposals and reports.

In addition, the Executive Assistant acts as the Board Liaison, for a number of functions including preparation of Board Orientation and on boarding processes, Board member recruitment, maintaining the Board of Directors Policies, creates Board annual work-plan for approval by the CEO and then the Board of Directors. This position manages the comprehensive calendar of Board and Standing committee meetings, creates/maintains the corporate calendar, and compiles all meeting materials for Board Standing committees as assigned.

The Executive Assistant and Board Liaison also coordinates vacation and office coverage of the other Administrative Assistants in the CGMH Senior Leadership Offices, and their support for committee meetings including Board Committees and other corporate committees.

Qualifications:

• Exhibits the core values of Collingwood General and Marine Hospital; Inclusive, Caring, Accountable, Respect, Excellence, Adaptable, Teamwork.
• Minimum of 10 years of related experience at a senior administrative level, preferably in a hospital environment.
• Advanced proficiency is required in the use of word processing, database and spreadsheet, presentation, email, and electronic calendar software (i.e. MS Word, Access, Excel, PowerPoint and MS Outlook).
• Ability to perform and communicate in a highly professional and effective manner, in a rapidly-changing environment
• Ability to work with and process confidential information with discretion and sensitivity
• Must strive to continuously provide a safe and supportive environment for patients, staff, physicians, and volunteers
• Must adhere to the duties of workers, as stipulated in the Occupational Health and Safety Act
• Must have an ability to effectively communicate (written and verbal) in the English language in order to provide excellent communication with team members, patients and families. Ability to communicate in additional language(s) is considered an asset.
• Must be dedicated to professional growth & development
• Must have demonstrated excellent attendance/performance record
• Excellent organization and prioritization skills
• Ability to work independently and effectively communicate with other members of the health care team

Duties and Responsibilities:

• Gathers background material, sources information, to prepare documentation, work-plans and correspondence, memoranda, PowerPoint presentations, excel spreadsheets and reports and gather relevant materials.
• Make independent decisions regarding planning, organizing, and scheduling of work.
• Coordinate schedules/calendaring, prepare meeting material and keep the CEO on schedule.
• Prepare meeting packages, attend and record proceedings, prepare and distribute agenda and minutes, draft briefing notes, communicate committee decisions, and initiate and/or complete any required follow up. Arranges for catering as required.
• Maintain records and contact information for key external constituencies including government officials and politicians at local, regional, provincial, and national levels.
• Respond to and direct requests from all people, in person, via telephone and e-mail.
• Maintains the on-call schedule for Senior Leaders.
• Liaises with Simcoe-Muskoka Network CEO’s and their Executive Assistants on network business.
• Maintains hospital profile, Board meeting minutes and contact information on the website.
• Works with the Medical Staff Coordinator to complete applications for medical privileges and distributes notices.
• Coordinate travel for the CEO and others including air and hotel arrangements, ground transportation, meeting preparation (i.e. presentations, documentation, logistics, etc.).
• Assist in budget preparation, monitor expenses, reconcile credit card payments, travel expenses and generates web requisitions.
• Organizes the Annual Meeting of the CGMH Corporation.
• Maintains the Hospital by-laws.
• Updates the Board of Directors Orientation Manual.
• Updates Senior Leader On-Call Manual.
• Prepares the annual corporate calendar and the Board and Committee work-plans.
• Provides administrative support for special projects and external reviews.
• Maintains vacation schedule and ensures coverage for the Administrative Assistants in the CGMH Senior Leadership Office.
• Supports senior leaders such as the Communications Officer with planning large events and administrative duties related to the events, such as name badges, attendee lists, registration, liaison with event venue, set up and removal, and other related duties as assigned.

More Information:

Location: Administration

Employment Group: Non-Union

Employment Type: Permanent Full Time

Start Date: In line with the next Hospital Orientation Intake

Hours of Work: Days, Monday – Friday. Please be reminded that as a Hospital, in order to provide the necessary patient care, our operations run 24/7. Therefore, depending on the program for which you are applying, it may be an expectation that you are available to work week days and weekends, as well as all shifts – days, evenings, and nights.

Wage: $31.30 to $36.28 per hour

Relocation support is available. Please inquire during the selection process for more details.

HOW TO APPLY:

If you are interested in joining our inspiring team, please apply online before 11:59pm EST on the posting close date by submitting an updated copy of your resume and cover letter in PDF or Word format.

Due to the volume of applications, only those selected for an interview will be contacted. Please be advised that as part of the mandatory screening process CGMH requires professional references, verification of academic training, professional accreditation, plus a current Police Vulnerable Sector Check.

Collingwood General and Marine Hospital is committed to an inclusive, barrier-free selection process. We encourage all qualified individuals who may contribute to a diverse and inclusive workplace to apply. If contacted regarding a competition, please advise Human Resources of accommodation measures you may require during our selection process. Information received relating to accommodation needs of applicants will be addressed confidentially.

Company: Collingwood General & Marine Hospital

Expected salary:

Location: Collingwood, ON

Job date: Sun, 05 Jun 2022 22:28:39 GMT

Job Source: Careerjet.ca

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