Executive Assistant

• Manages complex electronic calendar/schedule for the assigned Vice-President(s).

• Takes the lead in organizing meetings, updates with direct reports, events and other functions on behalf of the Vice-President, including: arranging meeting room, teleconferencing, catering, distribution of information, agendas and other materials, communicating with attendees, etc.
• Coordinates travel arrangements for the Vice-President, including flights, hotel and car reservations; prepares an itinerary of travel plans.
• Anticipates issues and takes appropriate action to ensure the most effective use of the Vice-President’s time.
• Advises the Vice-President of incoming priorities on a timely basis, as needed.
• Monitors incoming e-mails on a timely basis for invitations, meetings, responses required, etc.
• Meeting Management: Coordinates and provides administrative support to committees, task forces, etc. on behalf of the Vice-President(s).

• Schedules, coordinates logistics (room, catering, audio-visual equipment, etc.), prepares and distributes agendas/materials/documents for committees and other meetings.
• Attends meetings, records minutes, consolidates all discussions from the meeting attendees and prepares minutes.
• Follows up on action items from meetings on the Vice-President’s behalf.
• Collaborates with others, as necessary, to ensure action items are completed in a timely manner.
• Ensures the Vice-President is prepared for internal/external meetings, i.e., organizing and preparing relevant documentation.
• Document Preparation & Coordination: Provides accurate word-processing support by composing and/or editing a variety of documents, including highly sensitive, confidential correspondence, memoranda, contracts, proposals, presentations, etc.

• Drafting, editing and distributing correspondence (i.e. minutes, agendas, letters, memos, announcements, presentations, reports, letters of offer, letters of appointment/reappointment, etc.).
• Produces accurate, organized documents with consideration to deadlines.
• Proof reads, edits and quality checks all outgoing correspondence.
• Prepares management and other reports to a high standard.
• Assists with the preparation of business presentations including text, graphics, charts, tables, overheads, etc.
• Collects data for analysis; drafts and produces reports of the results.
• Conducts research, as necessary, in the production of documents, materials, presentations, etc.
• Keeps track of the documents and spreadsheets prepared by the Vice-President.
• Electronic Data & Paper File Management: Develops and maintains highly-organized electronic and paper filing systems that permit easy reference and rapid retrieval of information and records.

• Coordinates the receiving, analyzing, distributing and responding to electronic and paper communications to facilitate the flow of information.
• Ensures compliance with confidentiality and privacy standards and requirements.
• Ensures electronic and paper files are set up and maintained in a manner that ensures compliance with the provisions of Freedom of Information and Protection of Privacy Act 1990 and its regulations.
• Manages files related to staff, physicians, clinicians, etc.
• Disposes of documents/materials, including those of a confidential nature, in accordance with established protocols, i.e. shredding.
• Performs functions that support effective and efficient departmental operations.

• Supports the Vice-President in the development of budgets.
• Tracks budget expenditures, including operating and capital expenses.
• Reviews cost centre reports for charges and reports errors/omissions identified to Financial Services; follows up to resolve outstanding issues
• Submits ECFs to Human Resources, as required; follows up on issues.
• Ensures payroll timesheets are accurately completed and submitted in a timely manner.
• Acts as a link between the Vice-President and other management and staff.
• Writes and maintains policies and procedures.
• Supports other assigned personnel.
• Organizes, manages and orders office supplies.
• Performs other duties and responsibilities consistent with the job.

• Diploma in Office Administration – Executive or recognized equivalent.
• Minimum five (5) years related experience in a senior administrative position.
• Previous experience in a non-profit organization, particularly a complex health care facility (Long-Term Care facility or other health care facility) is an asset.
• Substantial experience and a proven track record of delivering continuous improvement.
• Excellent computer and keyboarding skills including a high degree of proficiency in the Microsoft Office suite of software, including Word, Outlook, Excel, PowerPoint and Publisher.
• Knowledge of Freedom of Information and Protection of Privacy Act 1990 requirements.
• Superior verbal, written and listening communication skills.
• Ability to communicate effectively, tactfully and persuasively at all levels of the organization.
• Ability to work effectively with a range of stakeholders.
• Exceptional organizational, planning and time management skills.
• Ability to work under pressure to tight deadlines
• Ability to manage multiple, often competing priorities.
• Ability to thrive in a fast paced, client-focused environment.
• Ability to maintain a flexible schedule.
• Ability to proactively manage work by effectively anticipating priorities and potential deliverables based on an effective partnering relationship with the Vice-President and knowledge of Baycrest's operations.
• Demonstrated ability to work effectively with staff at all levels, including other members of the Senior Management team and their support personnel.
• Excellent proofreading and editing skills.
• Excellent analytical and problem-solving skills.
• High work standards with a ‘total quality’ mindset.
• Strong sense of urgency.
• Good project management skills.
• Ability to exercise discretion, handle sensitive and confidential manner in an appropriate manner and use political savvy.
• Ability to exercise good judgment in recognizing scope of authority.
• Ability to work independently and make sound decisions.
• Ability to perform responsibilities with deliberate speed and accuracy.
• Extremely detailed oriented.
• Flexibility and ability to adapt to changing priorities/situations with ease and composure, including the ability to work additional hours to meet urgent or Board-related deadlines.

• Competitive salary and vacation
• Enrolment in Extended Health and Dental Benefit Plan
• Opportunity to enroll in the Healthcare of Ontario Pension Plan (HOOPP)
• Access to 24/7 Employee Assistance Program

Baycrest