Executive Assistant

at  Womens College Hospital

Women’s College Hospital (WCH) is an academic, ambulatory care hospital in Ontario with a focus on health for women, health equity and health system solutions. If you’re ready to be part of a team that is revolutionizing the future of healthcare, then you will want to join an institution where the possibilities for innovation, new discovery and system thinking are limitless. Women’s College Hospital is committed to equity, quality and patient safety as key professional values and essential components of daily practice.
Healthcare Revolutionized 2030 is our roadmap to the future. Our strategy is built on the pledge that the founders of our hospital made 140 years ago and reaffirms our commitment to providing equitable, accessible, best-in-class healthcare for everyone – meeting people where they are on their healthcare journey and partnering with them to reach their goals of living their healthiest lives possible. The stage has been set for Women’s to accelerate our priorities and capture the momentum to catapult our system forward to revolutionize healthcare for everyone

QUALIFICATIONS:

• 5 or more years’ experience supporting a senior level leader/executive required
• Undergraduate degree in Business or Accounting (or relevant field)
• Demonstrated advanced proficiency in technology tools including MS Office, MS Teams, SharePoint, Zoom Ability to work well under pressure and use good judgment in assessing difficult situation
• Advanced knowledge of Microsoft Office applications required.
• Experience working with spreadsheets and financial information, and developing reports, presentations and work plans.
• Must be detail-oriented with strong multi-tasking, analytical skills and problem-solving skills with the ability to thrive in stressful situations.
• Strong communication skills, both written and verbal
• Ability to work independently and collaboratively as a member of a team
• Well-developed time management skills with the ability to work under time constraints and meet tight deadlines, demonstrated ability to prioritize and function effectively in a very busy and dynamic environment.
• Ability to plan, organize and manage work with minimal supervision and complete number of tasks simultaneously for multiple management staff
• Ability to understand technical financial concepts, to act independently and take initiative required to resolve issues
• Demonstrated commitment to maintaining strict confidentiality
• Professional behavior and communication that meets the standards of the professional regulatory college or association, as applicable, and the standards of Women’s College Hospital
• This position plays a critical role in acting as an advocate for safety and will demonstrate principles, practices and processes that will optimize a safe environment for all.

• Provide executive support services including routine decision-making related to escalation, delegation and access based on priorities of the CFO and CIO
• Proactively manage calendars, schedule appointments and undertake routine decision-making related to escalation, delegation, and access based on priorities.
• Assist with organizing the workflow and meeting schedules of the portfolio Directors.
• Ability to prioritize and complete multiple tasks on time and at high quality and to shift priorities quickly.
• Receives and responds to phone, email and in-person enquiries – providing general information and referring enquiries to appropriate sources based on a broad knowledge of the Hospital on behalf of the CFO and CIO.
• Prepares, gathers, and relays confidential information and material on a regular basis.
• Reviews and prepares all materials submitted to the CFO and CIO including but not limited to correspondence, presentations, reports, invoices, contracts, agreements, expense forms, purchase orders, funding requests noting issues for review and approval, ensuring timelines are met.
• Provides support to Committees by taking, transcribing and distributing minutes, preparing agenda packages, arranging meeting dates/times/rooms, contacting participants, and extensive follow-up on items as needed up to and including drafting annual reporting documents. Attends meetings to record minutes, as required.
• Coordination of workflow to meet reporting and submission deadlines both internal and external including supporting the budget process, quarterly and annual reporting requirements. Maintain effective information management processes.
  As a role model and champion, you will work to identify and integrate safe, best practices into daily activities to foster the delivery of safe and exemplary care.
  The responsibilities described above are representative and are not to be construed as all-inclusive.