Executive Assistant

Location : Chatham, ON (Hybrid Onsite & Remote Work)

***: The Executive Assistant (EA) participates in, and supports executive level activities, discussions and planning, and provides assistance to the Sr. Executive Assistant & Governance Coordinator. This position provides a high-level of administrative support to the VPs ensuring confidential, effective and efficient administration.

WHAT YOU’LL DO :

• Provides professional and highly skilled executive support services to VP members of the Senior Leadership Team (SLT).

• Understands and anticipates SLT priorities and needs:

• Researches and prepares supporting documentation as appropriate.

• Drafts, reviews and edits time-sensitive and highly confidential correspondence including briefing notes.

• Prepares presentations and remarks.

• Develops an awareness of local, regional and provincial priorities and directives affecting the organization.

• Schedules meetings, tracks items and prepares agendas, coordinates material for distribution.

• Attends meetings (internal and external) for the purpose of recording, transcribing, and distributing minutes; tracks and follows open-ended items.

• Coordinates SLT office activities including:

• Books and prepares rooms for meetings.

• Manages executive calendars and appointments.

• Reconciles executive expenses for reimbursement and credit card expense reports.

• Tracks operational invoices for payment, seeking approval signatures and account allocation.

• Tracks and records VP attendance; completes weekly timesheet.

• Arranges education conference registrations, travel and other logistics.

• Assists the Sr. Executive Assistant & Governance Coordinator as required, and covers some responsibilities in the absence of the Sr. EA

MUST- HAVES :

• Minimum two (2) year Office Administration Executive Diploma, or equivalent
• Minimum two to four (2-4) years experience supporting an executive level position
• Experience supporting multiple executives
• Demonstrated project management skills and the ability to balance competing priorities
• Excellent verbal and written communication skills and critical thinking ability.
• Professional discretion and respect for confidentiality.
• Basic concepts of project management.
• Proficient and accurate ability to capture and record important dialogue of meetings.

WE VALUE :

• Proficient knowledge of general office administrative best practices.
• Strong relationship management.
• Is a team player who works well in a fast-paced, time-sensitive customer-focused environment.
• Analytical and organizational skills, and ability to show initiative as appropriate.
• Basic concepts of project management.
• Proficient and accurate ability to capture and record important dialogue of meetings.
• Strong relationship management.
• Some level of exposure to governance best practice would be an asset, including preparation of material from a strategic perspective
• Is a team player who works well in a fast-paced, time-sensitive customer-focused environment.
• Analytical and organizational skills, and ability to show initiative as appropriate.
• Some level of exposure to governance best practice would be an asset, including preparation of material from a strategic perspective

OTHER CONDITIONS :

• Minimal exposure to disagreeable conditions typical of an office position: exposed to stress and pressure associated with multiple priorities and deadlines
• Must perform other duties as assigned.
• Must meet the benchmarked standards and requirements of the job.
• Must follow all company practices, policies and procedures.
• Must be able to travel within the Southwestern Ontario area, when required
• Must be able to work evenings and weekends, when required
• Must be able to work shifts Monday to Friday between 7:00am and 5:00pm
• Must be local and available for on-call

ABOUT US : TransForm Shared Service Organization, a non-profit, unique, innovative, results-driven organization founded by hospitals in the Erie St. Clair region. Our services include: information technology and information management support, sourcing and contract management, purchasing and logistics services, as well as project management. Our Mission is to deliver exceptional service and create new innovative ways to support the health system by enhancing value and improving patient outcomes. If you are service oriented, dedicated to exceeding performance expectations and interested in reaching your full potential, TransForm is for you! We welcome and appreciate your interest in our organization.

HOW TO APPLY : TransForm is an equal opportunity employer and is committed to fair and accessible employment practices that attract and retain employees. Upon request, accommodations for disabilities will be provided to support participation in all aspects of the recruitment process.

We thank all applicants for their interest. Only those selected for an interview will be contacted.

Job Types : Full-time, Perma