Executive Assistant - Administration

The Executive Assistant is responsible for providing senior level administrative and organizational support to the Executive Vice President Clinical Services & Chief Nursing Executive and the Vice President Public Affairs Stakeholder Relations & Chief Communications addition this position works as part of the Executive Assistant Team and as an extension to the Senior Leadership Team to support the vision and mission of Mackenzie Health. While Executive Assistants support individuals they share responsibility for supporting the collective needs of the team support the service atmosphere and professionalism that exemplifies Mackenzie Healths values and guiding principles.

What must you have

• Degree or Diploma in Office Administration or related field
• Minimum of 5 years demonstrated senior office administration experience in an Executive Assistant role preferably within a healthcare environment.
• Must be able to multi-task prioritize and manage own workflow to ensure quality and efficiency.

What else do you bring

• Extensive experience providing high-level administrative support to senior executives and coordinating the complex administrative functions of corporate and clinical governance committees including agenda development meeting logistics and follow-up.
• Highly proficient in minute-taking with a demonstrated ability to produce clear concise and accurate meeting minutes that reflect key decisions actions and accountabilities in a timely manner.
• Exceptional written and verbal communication skills with the ability to draft professional correspondence reports and presentations tailored to a variety of audiences.
• Superior organizational and time management skills with a proven ability to manage competing priorities shifting deadlines and high volumes of work with efficiency and poise.
• Strong multitasking ability exercising sound judgment tact and discretion in handling sensitive information complex inquiries and high-level requests from both internal and external stakeholders.
• Proactive and solutions-oriented demonstrating initiative and accountability while maintaining a high degree of accuracy and attention to detail in all aspects of administrative execution.
• Analytical and resourceful with the capability to identify administrative inefficiencies recommend improvements and implement effective solutions independently.
• Exceptional critical thinking and problem-solving skills with the ability to anticipate needs manage ambiguity and respond quickly to dynamic operational requirements.
• Professional demeanor and polished interpersonal skills enabling effective collaboration with cross-functional teams physicians staff executives and external partners at all levels.
• Customer-focused and adaptable with a demonstrated commitment to service excellence and a respectful inclusive approach in a fast-paced healthcare environment.
• Self-motivated dependable and flexible capable of working independently with minimal supervision and adjusting to changing priorities when required.
• Advanced technical proficiency including expert-level skills in Microsoft Office Suite (Word Excel PowerPoint Outlook) and familiarity with virtual meeting platforms (e.g. MS Teams Zoom) and electronic document management systems.
• Proven attendance record.
• Demonstrates understanding and complies with patient and staff safety policies and procedures that foster a safe and inclusive environment for all.
• Ability to perform the essential duties of the job.
• Effectively uses empathy in interactions with others and demonstrates behaviours consistent with Mackenzie Healths Commitment to Caring.
• Models behaviour that is aligned with the values of Mackenzie Health Excellence Leadership and Empathy.
• Commitment to providing an exceptional experience for staff and clients within a challenging and exciting health care environment.

*You may be required to work at any site of Mackenzie Health

Mackenzie Health is an inclusive and equal opportunity employer committed to providing accommodations for applicants upon request at any stage of the recruitment process in accordance with the Accessibility for Ontarians with Disabilities Act (AODA) and the Ontario Human Rights Code.

We thank all applicants for their interest; however only those under consideration for an interview will be contacted.