Executive Assistant to Managing Director

Job title: Executive Assistant to Managing Director

Company: Bayshore HealthCare

Job description: Bayshore HealthCare is one of the Canada’s leading providers of home and community health care services and is a privately owned company. Bayshore HealthCare is proud to showcase its achievement as a Platinum member of Canada’s Best Managed Companies Program every year since 2006. Bayshore Healthcare is also recognized as Canada’s Best Employers in Forbes 2023 list.Under the direction of the Director of Priorities & Planning, the Executive Assistant to the Managing Director & Sr. Operations Team plays a key role in the overall success of the Home Care Solutions Division. The role requires an individual who is enthusiastic about ensuring the Managing Director and Senior Team are set up for success. Attention to detail and keeping a busy, multi-team member office running smoothly and efficiently will be critical.The role will provide a wide range of senior administrative support ranging from scheduling meetings, arranging travel, planning events, preparation of meeting minutes, reports, presentations, and correspondence, managing and maintaining documents and SharePoint sites. The Executive Assistant requires a keen sense of tact, diplomacy, and customer service. The incumbent must be an organized individual who can think two steps ahead of what will be required to keep the team well organized while ensuring deliverables from meetings are met. They must be passionate about collaborating with internal and external stakeholders and can build and maintain strong working relationships with all levels of Government, management and branch staff.The Executive Assistant to the Managing Director & Senior Operations Team, Government Home Care Solutions reports to the Director Priorities & PlanningKey Duties and Responsibilities

• Manage the calendar of the Managing Director, coordinating meetings, appointments and events and follow-up on availability. It will require ongoing review, planning and critical thinking to ensure both short term and long-term meetings are scheduled.
• Ensure that the Managing Director and Sr. Operations Team is always prepared for meetings, organized and aware of commitments, timelines, and deliverables.
• Handle travel arrangements for Managing Director including booking flights, hotels, transportation, and managing travel itineraries, and submit expenses in a timely manner.
• Organize the email correspondence of the Managing Director, ensuring all priority items are brought forward and addressed and timelines for responses are met.
• Manage confidential communication and information professionally; respond to sensitive internal and external inquiries; including drafting routine and non-routine correspondence
• Work with the Director, Planning & Priorities to arrange Senior Operations Team meetings, take minutes and follow-up on action items arising from team, divisional and BHCS Area Directors meetings.
• Ensure high functioning administrative system for correspondence, document storage and retrieval & communication, role modeling a professional responsive and high functioning division and Sr. Operations Team
• As one of the first points of contact for the division, communicate professionally with individuals inside and outside of the organization at a variety of levels; liaison with other members of the Senior Leadership Team, Government representatives and is a professional ambassador for the division and Bayshore
• Ensures positive customer service experience for internal and external stakeholders.
• Draft and distribute the weekly BHCS Newsletter
• Generate complex and detailed presentations and other communication materials.
• Organize events on behalf of the division, such as Area Directors annual on-site meetings,
• Provide support to operational initiatives such as assist with scheduling, documenting and tracking of deliverables and action items
• Support resolution of operational issues and risks by assisting in follow-up actions and communication internally and externally
• Conducts internal research to support projects and the needs of the Managing Director

Other Responsibilities

• Must be willing to travel to branches as required; with a valid driver’s license and access to a car as required
• Participate in ongoing internal and/or external continuing education activities.
• Adhere to Bayshore Policies and Procedures.
• Participate in quality activities and continuous improvement initiatives in keeping with the company’s Quality Management System.
• Participate in proactive Health & Safety activities while performing all duties. Is responsible to notify immediate Supervisor of any Health & Safety risks or concerns.
• Maintains confidentiality of client and corporate information in accordance with Bayshore policies
• Complete other tasks as requested

Work Location : Bayshore Healthcare, National Service Centre, 2101 Hadwen Rd, Mississauga, ON L5K 2L3.QualificationsEducation / Experience

• Post-secondary education in business administration, office management or commensurate experience
• 3-5 years related experience and/or any combination of equivalent education and experience with knowledge of project management.
• Experience as an Executive Assistant or Administrative Assistant to a senior level director/VP is required or experience in a busy, multi-person office environment.
• Experience working in Home Care, health care or senior services would be an asset.

• Proficiency in Microsoft office applications (Word, Excel, PowerPoint)

Skills and Abilities

• Excellent interpersonal skills, including discretion in handling matters of a sensitive and confidential nature.
• Superior organizational and time management skills with the ability to prioritize and follow up on responsibilities with minimal supervision.
• High level of sound and independent judgement with ability to make informed decisions.
• Attention to detail
• Strong work ethic with the ability to handle pressure in a fast-paced environment.
• Strong commitment to continual learning.
• Excellent written and spoken English language skills.

Expected salary:

Location: Mississauga, ON

Job date: Wed, 21 Aug 2024 00:04:10 GMT

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