Indigenous Education jobs in Washago, ON

Position Summary

The Executive Assistant to the President & CEO provides comprehensive, high-level executive and administrative support to the President and Chief Executive Officer (CEO), enabling the effective management of executive priorities and the efficient operation of the Office of the CEO. The role manages complex schedules, communications, meetings, correspondence, information, and administrative activities, exercising a high degree of judgment, discretion, confidentiality, initiative, and independence.

Working closely with the CEO, Senior Leadership Team, Executive Assistants, and internal and external partners, the Executive Assistant anticipates needs, coordinates priorities and follow-up, and supports the effective flow of information across the organization. The role may also provide coordination and administrative support for organizational priorities, projects, and initiatives as directed by the CEO.

Key Responsibilities

• Provides comprehensive executive and administrative support to the President & CEO and administrative support to members of the Senior Leadership Team as required.
• Manages the CEO's complex calendar, meetings, appointments, and competing priorities, proactively identifying and resolving scheduling conflicts.
• Manages incoming correspondence, calls, email, and other communications, exercising judgment and discretion in determining priorities, required action, and follow-up.
• Prepares, reviews, edits, and finalizes executive correspondence, reports, presentations, briefing materials, meeting documents, and other materials for internal and external stakeholders.
• Coordinates meetings involving the CEO, including scheduling, agendas, supporting materials, minutes or notes as required, action items, and follow-up.
• Supports Senior Leadership Team meetings and assists with the coordination and tracking of organizational priorities, decisions, commitments, and action items.
• Maintains confidential executive records and effective electronic and paper information management systems.
• Supports the administration and maintenance of CEO and Senior Leadership policies, procedures, and related documentation.
• Researches, gathers, and coordinates information required to support CEO presentations, correspondence, meetings, decisions, and organizational priorities.
• Supports the CEO in monitoring and administering the Executive Office budget and other administrative requirements.
• Coordinates organizational projects, initiatives, events, and activities assigned by the CEO.
• Develops and maintains effective relationships with senior leaders, Board representatives, healthcare partners, government and community partners, and other internal and external stakeholders.
• Collaborates with other Executive Assistants and Board Liaison to support effective coordination and information flow across the organization.
• Participates on internal and external committees, working groups, and organizational initiatives as directed.
• Performs other related duties as assigned by the CEO or designate.

Qualifications

Education

• Post-secondary degree or diploma in Business Administration, Office Administration, Health Administration, or a related field is required; an equivalent combination of education and relevant experience may be considered.
• Education or training in executive administration, business administration, project management, or a related area is considered an asset.

Experience

• Minimum of five (5) years of progressive administrative experience in a senior administrative role providing high-level support to executive-level leaders or in a position with comparable responsibilities is required.
• Experience directly supporting a senior executive and managing complex executive schedules, communications, meetings, and competing priorities is strongly preferred.
• Healthcare, broader public-sector, or not-for-profit experience is preferred.
• Experience coordinating projects and organizational initiatives is required.
• Experience engaging and coordinating with senior leaders and internal and external stakeholders is required.
• Experience preparing executive-level correspondence, reports, presentations, briefing materials, and meeting documentation is required.

Skills and Traits

• Must be able to meet the physical and emotional responsibilities of the role, including standing and walking for extended periods, frequent and repetitive pushing, pulling, bending, and lifting up to 50 pounds, as well as safely operating equipment.
• Ability to meet the physical demands of the position, as outlined in the Physical Demands Analysis (PDA).
• Demonstrates proficiency in written and verbal communication, with strong interpersonal and organizational skills.
• Provides excellent customer service and contributes positively to teamwork and collaborative working relationships.
• Effectively prioritizes workload, adapts to changing priorities, and remains composed in fast-paced or stressful environments.
• Works independently with sound judgment, while remaining flexible to meet departmental and organizational needs.
• Demonstrates understanding of, and commitment to, equity, diversity, inclusion, and psychological safety.
• Upholds professionalism, ethical conduct, confidentiality, and respectful interactions.
• Models behaviour aligned with OSMH’s mission, vision, and values.
• Uses required technology and digital tools effectively and demonstrates a willingness to learn new systems.
• Contributes to a culture of safety and continuous improvement by identifying risks, following safe work practices, and supporting quality initiatives.
• Demonstrates a commitment to ongoing professional and personal development through continuous learning and reflective practice.
• Demonstrates advanced proficiency in preparing and coordinating executive materials, including correspondence, reports, presentations, briefing materials, agendas, meeting materials, and minutes.
• Exercises a high degree of judgment, discretion, diplomacy, and confidentiality when managing sensitive executive and organizational matters.
• Demonstrates exceptional attention to detail and accuracy in the preparation, review, and maintenance of executive and organizational records.
• Anticipates needs, takes initiative, and demonstrates sound judgment in managing complex and competing executive priorities with limited direction.
• Builds and maintains effective professional relationships with the CEO, senior leaders, team members, and internal and external partners.
• Demonstrates advanced proficiency with Microsoft Office applications and the ability to effectively use electronic information, document management, and other required organizational systems.
• Demonstrates effective project coordination skills, including the ability to organize activities, track deliverables and follow-up requirements, and support multiple concurrent initiatives.

Our Team Members Enjoy

• a professional practice environment
• a collaborative atmosphere with emphasis on teamwork
• wellness initiatives
• continuing education grants
• employee recognition and assistance programs
• a competitive salary and benefits package
• equal opportunities for growth and development

Employment Equity

OSMH is committed to diversity and equity in the workplace and welcomes applications from all qualified individuals, including women, visible minorities, Indigenous peoples, persons with disabilities, LGBTQ2S persons and others who may contribute to a diverse workplace.

Accommodation in the Workplace

Orillia Soldiers’ Memorial Hospital is a respectful, caring, and inclusive workplace. We are committed to championing accessibility, diversity, equal opportunity and maintaining a barrier-free selection process for job applicants. Requests for accommodation can be made at any stage of the recruitment process providing the applicant has met the requirements for the open position. Applicants need to make their requirements known to the Human Resources department when contacted. All requests are handled confidentially.

Health & Safety Responsibilities

OSMH is committed to providing a safe, healthy and supportive working environment by treating team members and patients with compassion accountability respect and engagement.

All team members must adhere to OSMH’s Occupational Health and Safety policies, procedures and protocols, as well as the duties of workers as stipulated in the Occupational Health and Safety Act.

Team members must be able to perform all bona fide and essential duties of the position which may include cognitive and physical demands.

As a condition of employment, new team members are required to complete an employment health assessment and must be cleared by the Occupational Health and Safety Team prior to orientation.

Artificial Intelligence (AI) Use in Hiring at OSMH:

Orillia Soldiers’ Memorial Hospital’s (OSMH) may utilize automated screening tools (i.e. questionnaires) to highlight candidates' qualifications; however, OSMH does not involve the use of artificial intelligence (AI) to screen, assess or select applicants. We recommend applying directly through our website as all applications are reviewed by our recruitment team.

Closing Statement

OSMH is a minimal fragrance workplace. We kindly ask all applicants to refrain from using scented products should they have the occasion to interview with the hospital.

As a condition of employment OSMH requires professional references, verification of academic training, professional accreditation and evidence of course completion. It is also a condition of employment that all new team members will be required to present an original vulnerable sector check within 90 days of commencing employment and must sign an Offense Declaration upon receipt of an offer of employment.

If you are interested in joining our team, please apply online before 11:59 pm on the posting close date. Incomplete submissions will not be considered. We thank all applicants, however only those selected for an interview will be contacted.