JOB SUMMARY:

Responsible for coordinating, supporting, and assisting with the day-to-day administrative support functions of the Vice President of Clinical Services/Chief Nursing Officer as well as the broader Clinical Leadership team. Responsible for supporting and coordinating the appointment schedules, committee work and providing support in all phases in a professional, efficient and confidential manner.

REQUIREMENTS

• Two (2) year community college diploma in Executive Office Administration.
• Minimum five (5) years’ experience providing executive level support in a health care facility or related environment.
• Superior computer literacy with Microsoft Office (Word, Outlook, Excel, and PowerPoint).
• Must be able to multi-task, prioritize and manage own workflow to ensure quality and efficiency
• Proficient minute-taker with an ability to prepare high quality concise meeting minutes
• Exceptional knowledge of healthcare policies, procedures, and relevant legislation.

SKILLS/ABILITIES

• Excellent written and verbal communication skills
• Excellent organization and time management skills with an ability to effectively manage a complexity of tasks simultaneously
• Exemplary skills in documentation of meeting minutes/proceedings.
• Excellent calendar management skills, including the co-ordination of complex executive meetings.
• Exemplary planning and time management skills with a demonstrated ability to set priorities for self and in support of the operations of an executive office.
• Demonstrated effective communication and interpersonal skills, including excellent telephone etiquette and ability to share important information to the team, our patients, and community support partners in an accurate manner.
• Demonstrated ability to work independently and willingness to be flexible to meet department needs.
• Ability to meet the physical demands of the role.
• Willingness to respect diverse perspectives, including perspectives in conflict with one’s own.
• Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion.
• Demonstrated appreciation and respect for protocol, professionalism and confidentiality.
• Commitment to providing an exceptional experience for patients, family and staff.
• Models behaviour that is aligned with the values (Integrity, Compassion, Accountability, Respect and Excellence) of Stevenson Memorial Hospital.

• Provides a variety of confidential and time sensitive advanced administrative duties
• Manages calendars, organizes travel and conference arrangements and co-ordinates a variety of engagements with both external and internal clients.
• Coordinates conference and travel arrangements including registration, accommodation and travel for portfolio members to attend conferences.
• Coordinates/sends announcements for the portfolio as needed.
• Reviews all incoming material, prioritizes work and follows up as needed to resolve problems and ensure integration of activity.
• Prioritizes requests for the executive: daily review, coordination and anticipation of executive’s needs.
• Facilitates and organizes communication with external clients
• Manages highly confidential and sensitive information.
• Greets and interacts with individuals presenting themselves in person or by telephone to Administration office and either establish appointments or direct them to the appropriate department.
• Prepares and provides, in advance, documents and files required for meetings, conferences, telephone calls, etc.
• Tracks agenda items, prepares agendas, coordinates material for distribution, schedules and attends meetings and records minutes, as assigned, with a high degree of accuracy
• Takes a proactive approach and works collaboratively with other key stakeholders
• Provides inter-office coverage for other Administrative Assistants
• Meet deadlines, create and revise forms/documents.
• Adheres to departmental and legislated health and safety standards.
• Supports patient safety culture by ensuring work completed recognizes the safety of the patients.
• Participates in quality improvement activities.
• Orders and manages office supplies.
• Provides backup coverage to other Executive Assistant(s)