Executive Assistant, GRH Foundation President and CEO

CA-ON-Kitchener
1 month ago(12/21/2017 12:16 PM)
Job ID
2017-1322
Job Type
Full time
Program
Foundation
Career Level
Experienced
Years of Experience
5

Job Description

HOURS OF WORK:
Monday to Friday

 

JOB SUMMARY:
Working for the Grand River Hospital Foundation and reporting directly to the President and CEO of the Grand River Hospital Foundation (GRHF), the Executive Assistant provides executive support in a one-on-one working relationship. The Executive Assistant serves as a point of contact on all matters pertaining to the Office of the GRHF President and CEO. The Executive Assistant also serves as a liaison to the GRHF and GRH Boards and Senior Leadership teams; organizes and coordinates executive initiatives; and oversees special projects. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

 

Roles and Responsibilities:

Executive Support
• Completes a broad variety of administrative tasks for the GRHF President & CEO and the Chief Operating Officer including: managing an extremely active calendar of appointments; composing and preparing confidential correspondence; arranging itineraries, and agendas; and compiling documents for meetings
• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the GRHF President and CEO, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response
• Provides a bridge for smooth communication between the GRHF President and CEO's office and hospital departments; demonstrating leadership to maintain credibility, trust and support with GRH senior management staff
• Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the GRHF President & CEO's ability to effectively lead the foundation
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures
• Lead for co-ordination of office assignments, technology, ordering of supplies and orientation of staff and volunteers
GRHF Board & Committee Liaison
• Provide functional support for GRHF Board of Directors including calendars, meeting planning, and confidential communications. You will lead the preparation of Board agendas, manage timelines and meeting logistics, ensure the preparation of minutes and the recording of motions and maintain a follow up system for actions. Specifically you will directly support the Board and the following Board Committees:
o Board of Directors
o Governance
o Finance and Audit
o Grants and Stewardship
o Marketing and Communications

 

QUALIFICATIONS:

• Post-Secondary Education required; Bachelor's degree is preferred
• Strong work tenure: 5 to 10 years of experience supporting C-Level Executives, preferably in a non-profit or healthcare organization
• Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point) and Adobe Acrobat

• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
• Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors
• Expert level written and verbal communication skills
• Demonstrated proactive approaches to problem-solving with strong decision-making capability
• Demonstrated experience with minute taking
• Highly resourceful team-player, with the ability to also be extremely effective independently
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response
• Demonstrated ability to meet deadlines in a fast paced environment
• Forward looking thinker, who actively seeks opportunities and proposes solutions


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