Manager, Corporate Executive Assistant

Hospital Whitby Ontario Shores Centre for Mental Health Sciences
Ontario Shores Centre for Mental Health Sciences (Ontario Shores) is a public hospital that provides inpatient, outpatient and consultation services for people with complex mental illness. Our patients benefit from a recovery-oriented environment of care built on compassion, inspiration and hope. We engage in research, education and advocacy initiatives to advance the mental health care system and are proud to work with partners across the continuum of care. If you thrive on innovation and positive change, and share our vision of Recovering Best Health, Nurturing Hope and Inspiring Discovery, Ontario Shores is the place for you.
Division
Non-Union
Job Title
Manager, Corporate Executive Assistant
Classification
Employment Type
Full-time
Number of Vacancies
1
Hours of Work
Full-Time (37.5 hours per week) Days
Location
Main Site - 700 Gordon Street - Whitby, ON L1N 5S9 CA (Primary)
External Contract End Date
Position Summary

PURPOSE OF POSITION

To provide executive assistance to the President and CEO in the effective day-to-day management of Ontario Shores Centre for Mental Health Sciences which frequently involves dealing with confidential and sensitive matters such as: preparing various reports and background briefing notes for the CEO in all aspects of the hospital’s operation; assisting in the promotion and maintenance of good employee/employer relations amongst all Staff, Board Members, Committees within the facility as delegated and in the community with members of the public or other providers.

Support for the Senior Management Team through effective Executive Assistant Team management and workflow, document preparation and archiving.

Support for the Board of Directors, Chair and Secretary of the Corporation.

DUTIES & RESPONSIBILITIES

The incumbent is responsible for assisting and supporting the CEO by:
• Assist CEO in fact finding, preparing briefing notes, etc. on various issues pertinent to all aspects of the facility’s operation.
• Assist in the promotion and maintenance of good employee/employer relations amongst all staff of the facility
• Open, review and prioritize regular and electronic mail that comes to the CEO, recommending and preparing responses, actions as requested.
• Provide word processing services by typing a variety of correspondence such as letters, memoranda, reports, speeches, minutes and proofreading for accuracy for grammar, spelling and punctuation.
• Make all arrangements for meetings, conferences, and education including coordinating and distributing related agenda and materials.
• Take and prepare minutes.
• Maintain appointment calendars, coordinating appointment schedules and making arrangements for travel, accommodation, meetings, conferences and luncheons.
• Assist in various projects assigned by the CEO.
• Implement decisions from various Hospital committees, task forces, etc. on direction from the CEO.
• Participate in the ongoing advancement of the hospital through active involvement on organizational and community strategic planning and implementation activities.
• Assist the CEO in the preparation of communications materials, newsletters, annual reports and other publications.
• Work effectively with Senior Managers and the Executive Assistant Team.
• Assuming other duties as assigned.

Responsibility for management of the Executive Assistant Team:
• Lead the team of Executive Assistants, creating a collaborative, positive and respectful team culture
• Establish and monitor performance/quarterly standards for EA team.
• Performance evaluations and professional development of EAs with VP input.
• Develop and implement standardized workflow and process improvements.
• Workflow and seamless support for the VP client.
• Recommendation/approval of training and education opportunities.
• Vacation coverage and attendance records.
• Ensure a healthy workplace environment.
• Goals and Objectives – team and individual.
• Ensure EA team meets or exceeds expectations of the Senior Management Team and Board.

Qualifications Required and Preferred

QUALIFICATIONS

• Previous management experience.
• Completion of Secretarial Program within a recognized Community College
• 5 years recent experience in a professional environment.
• Typing 60 w.p.m.

QUALIFICATIONS PREFERRED

• Experience in a mental health or hospital environment.
• Experience with public sector Boards and governance.

KNOWLEDGE

• Strong knowledge in administrative principles and practices.
• Knowledge at intermediate to advance Microsoft Office Suite computer skills and internet.
• Excellent grammar, punctuation and spelling skills.
• Knowledge of office equipment.

SKILLS REQUIRED

• Exemplary customer service skills for all interactions
• Strong skills in management of administrative practices.
• Excellent interpersonal skills and communication including tact and diplomacy when responding to telephones, greeting visitors and attending meetings.
• Excellent proof-reading abilities; attention to detail and follow-up.
• Strong organizational, prioritization and time management abilities to ensure that assignments are completed with deadlines and established time frames.
• Strong planning and coordinating abilities to ensure proper travel schedules, meeting rooms, luncheons are coordinated successfully.
• Strong problem solving and analytical skills to determine effective ways to present correspondence, reports, charts, tables and presentations.

ACCOUNTABILITY

• Maintains compliance with Freedom of Information and Protection of Privacy Act, the Occupational Health and Safety Act; Corporations Act.
• Accountable for understanding the Confidentiality and Privacy, and Code of Conduct for Ontario Shores.
• Accountable to maintain attendance and flexible time commitment to satisfactorily perform the job.
• Ability to work independently with minimal direction.
• Judgment and independent decisions to schedule appointments/meetings for CEO.
• Determining what information is confidential and whether or not it should be divulged when responding to inquiries; judgment, sensitivity and empathy in dealing with patients, staff and public.
• Follows procedures and guidelines for Ontario Shores.

WORKING ENVIRONMENT

Office Environment
Requires intense concentration.
Long periods of sitting

Closing Date
8/10/2020
Personal information you provide to Ontario Shores Centre for Mental Health Sciences (Ontario Shores) is collected pursuant to the Public Hospitals Act R.S.O 1990, c. P.40. It will be used for the purpose of determining eligibility for employment. At all times it will be treated in accordance with the provisions of the Freedom of Information and Protection of Privacy Act. If you have questions about the collection of your personal information, contact the Leader, Privacy & Access at 700 Gordon St. Whitby, ON L1N 5S9; 905-430-4055 ext. 6712 or refer to the Privacy & Access pages on the Ontario Shores website. Upon request, individual accommodation can be provided to applicants who meet the required qualifications outlined in the job descriptions, and have been invited for an interview. For questions and concerns, please contact Human Resources at 905.430.4055 ext. 6191.
Ontario Shores Centre for Mental Health Sciences is an Equal Opportunity Employer
Ontario Shores is committed to diversity and inclusivity in employment and encourage applications from all qualified individuals of diverse backgrounds. Ontario Shores is also committed to providing accommodations for people with disabilities as part of our hiring process. If you have special requirements, please advise us during the recruitment process.
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