Executive Assistant, Operations (Part-time, 4 days/week)

Part-time, permanent (0.8 FTE)

Position summary

Reporting to the chief operating officer (COO) and supporting the director of information technology, the executive assistant provides administrative support to the operations department and the committees that support the department in a well-organized and timely manner.

The ideal candidate will enjoy working on a one-to-one basis on a variety of tasks related to the COO’s working schedule. The executive assistant will have the ability to exercise good judgement and possess strong written and verbal communication skills to handle a wide variety of activities and confidential matters with professionalism and discretion.

Duties and responsibilities

Duties include but are not limited to the following:

Office coordination

• works independently and collaboratively with the COO to support the daily operations of the department
• acts as a single point of contact for the COO, responding to general inquiries from staff, registrants (physicians), and members of the public
• provides a channel for smooth communication between the registrar’s office, internal departments, and committee members; demonstrating a professional presence to maintain credibility, trust and support with the senior management team and staff
• plans, coordinates and ensures the COO’s daily schedule is prioritized while keeping the COO apprised of priority issues and activities
• offers organizational and administrative support to the information technology director, working effectively to keep them well-informed of upcoming meetings, and setting reminders for follow-up on action items to ensure completion prior to deadline
• schedules appointments, meetings, conferences, special events and other functions
• coordinates the COO’s expenditures, ensuring reimbursement in a timely fashion
• initiates and processes paperwork for travel requisitions, requisitions for payment, honoraria, and expense claims
• maintains the COO’s bring-forward system, checking to ensure all relevant material is included so that the COO is prepared for meetings
• maintains office records and defines common filing procedures for the office of the COO
• composes correspondence and creates reports, presentations, spreadsheets, and other briefs as required
• researches advantageous deals with preferred suppliers and vendors e.g. hotels
• works on special projects and other tasks as assigned

Committee support and coordination

• provides confidential administrative support to the Finance and Audit Committee, Human Resources Committee, strata council, and operations departmental meetings
• prepares meeting agendas, distributes correspondence, and records minutes for department and committee meetings ensuring decisions and the follow-up actions have been accurately recorded for timely completion
• develops and monitors meeting agenda supportive of various committee-related initiatives and events
• books meeting rooms, invites and confirms attendance of guests, and arranges necessary printing and distribution of handouts, agendas and minutes
• arranges meeting logistics such as informational technology equipment, and catering requirements
• maintains discretion and confidentiality in relationships with all committee members
• provides technical and administrative support to committee members as needed

Skills and qualifications

Required skills and qualifications include:

• successful completion of grade 12 supplemented by a two-year office administration diploma or equivalent combination of education and experience
• paralegal training preferred
• background in health care or familiarity with medical language is preferred
• familiarity with financial terminology an asset
• proven ability to develop effective and trusting relationships with senior management team, board and committee members, and co-workers
• ability to accurately and efficiently record minutes of meetings in a formal environment
• highly resourceful team player with the ability to also be extremely effective independently
• strong sense of confidentiality, professionalism, tact, diplomacy, and good judgement
• must be flexible in work hours to accommodate operational demands requiring the occasional early morning or later afternoon meetings
• strong working knowledge of Microsoft Word, Excel, Outlook and PowerPoint
• strong verbal and written communication skills
• previous experience writing, editing and proofreading correspondence
• demonstrated ability to multi-task and prioritize, work under pressure, and meet deadlines?

The compensation range for this position is $46,347-$57,934 per year based on part time, four days per week.

In addition to the base salary, the College provides pension contributions to the public service pension plan, a parking/transit subsidy, a wellness allowance, and a flexible health and dental plan as part of the total compensation package.

The College offers other great benefits such as flexible working arrangements (compressed work week, hybrid work-from-home/in-office model), competitive annual vacation and personal days off, support for professional development, and access to a fitness centre and pool, all of which make the College an excellent and rewarding working environment.