Administration - Executive Assistant

Non-Union, Windsor
Reports to: CEO, MOH, Directors, Board of Health
Divisions: Public Health Programs, Corporate Services, Administration, Human Resources
Work environment: Office and Community
Overall Job Responsibility:
Reporting to members of the Leadership Team, the Executive Assistant is responsible for providing administrative support to ensure that all Health Unit services are provided in an effective and efficient manner. The Executive Assistant maintains a high degree of professionalism, confidentiality, and diplomacy in dealing with the general public, staff, board members, and outside agencies to ensure maximum customer satisfaction.
This list of responsibilities is representative of the scope of this position, however not exhaustive or descriptive of any one position within this class.
Key areas of Responsibility include but are not limited to:

• Provide direct administrative and office management support, as directed by verbal or written instruction
• Support the maintenance of organizational policies and procedures as needed
• Review all documents, reports, and correspondence prepared for signature of the Leadership Team for format, content, grammar, and spelling and make edits as necessary
• Receive and screen telephone calls, e-mails, and redirect, as needed
• Receive incoming mail; review, evaluate, and distribute correspondence requiring priority attention of Leadership team members
• Maintain daily Outlook calendars as required
• Record and transcribe notes of highly confidential subjects, including minutes of leadership team and board meetings
• Write and format moderately complex correspondence including memos and letters
• Prepare board resolutions, letter of support and other documents for board meetings while following board bylaws
• Maintain records (filing, photocopying, faxing, mail, purchase orders, data entry, etc.)
• Arrange appointments, meetings, event registration, and general coordination of workshops and meetings with internal and external partners
• Provide coverage for co-workers
• Other duties as assigned
• Some evening hours of work may be required

Position Qualifications
Education, Training, & Experience:

• Diploma from a recognized institution in Office Administration or University Degree in Business Administration; a combination of education and progressively responsible experience will be considered
• 3-5 years’ experience as an Executive Assistant
• Previous experience with Board governance is considered an asset

Skills and Abilities to:

• Proficiency with current computer applications (Microsoft Office – Word, Excel, PowerPoint, Outlook and Teams; Adobe Pro); ability to quickly adapt to new technologies
• Strong knowledge of general office procedures involving drafting of documents, travel arrangements, reports, etc.
• Ability to adapt and manage multiple conflicting priorities
• Strong listening, oral and written communication skills
• Superior time management skills, ability to multi-task, and able to prioritize tasks with minimal supervision
• High level of sound and independent judgement, reasoning, discretion, and personal motivation
• Capacity to learn quickly and in a self-directed fashion
• Professional, and positive work attitude is essential
• Previous experience in handling confidential or sensitive information
• Knowledge of public health programs in Ontario
• Ability to work independently and collaboratively within an interdisciplinary team

Additional Requirements:

• Immunizations and TB screening as per WECHU policies
• Satisfactory vulnerable sector police clearance
• Ability to work weekend and evening work as required by the program
• A valid Ontario Driver’s Licence, access to a reliable motor vehicle during working hours, and 2 million dollars in liability insurance

The Windsor-Essex County Health Unit is an Equal Opportunity Employer. In accordance with the Accessibility for Ontarians with Disabilities Act, 2005 and the Ontario Human Rights Code, the Windsor-Essex County Health Unit will provide accommodations to applicants with disabilities throughout the recruitment, selection and/or assessment process. If selected to participate in the recruitment, selection and/or assessment process, please inform Human Resources staff of the nature of any accommodation(s) that you may require.