Assistant, Executive

St. Thomas Elgin General Hospital Foundation

Executive Assistant

Full Time Permanent

Non-Union

Salary: $52,000- $59,500

THE ORGANIZATION:

Ensuring access to essential, life-saving care and equipment and excellence in patient care. That’s what empowers the St. Thomas Elgin General Hospital (STEGH) Foundation team every day. Together, we support our Hospital through fundraising and help provide the heartfelt healthcare our incredible, tight-knit community deserves.

STEGH Foundation was established 1986. Since this time, over $46 million has been invested into St. Thomas Elgin General Hospital (STEGH). STEGH Foundation mobilizes, connects and stewards the community’s philanthropic investments by raising awareness, and supports health care excellence and state-of-the-art equipment, staff education and capital infrastructure technology focused on patient-centered care at STEGH.

To meet the needs of health care delivery today and into the future, STEGH Foundation continues to strategically plan to ensure our hospital’s healthcare teams have the equipment, facilities and resources necessary to respond to the needs of patients and their families so they can receive care close to home.

STEGH Foundation is currently in the early stages of the Transforming Tomorrow (Diagnostic Imaging Campaign), which is an $8 million fundraising campaign to support the purchase and installation of a Magnetic Resonance Imaging (MRI) machine and the enhancement and expansion of the entire Diagnostic Imaging (DI) Suite, making upgrades to the CT, nuclear medicine, x-ray and ultrasound facilities.

Mission, Vision and Values

POSITION DESCRIPTION:

The Executive Assistant supports and reports directly to the Executive Director of the St. Thomas Elgin General Hospital Foundation. The Executive Assistant is responsible for providing a high level of administrative support to the Executive Director, Foundation Board and Standing committees of the Foundation. The Executive Assistant will be required to work with highly sensitive and confidential information of both internal and external sources. This position assists in donor cultivation, recognition and stewardship activities that will help maximize opportunities to develop and sustain the interest and commitment of donors. The Executive Assistant must display the highest standard of diplomacy, professionalism, respect and initiative. This position will have a professional donor-centered approach that provides senior administrative assistance to increase the effectiveness of the organization and its leader.

This position requires a self-directed individual and decision-maker within their delegated area of authority.

RESPONSIBILITIES INCLUDE:

• Provide high-level executive administration in all areas including, but not limited to: correspondence, reception, filing and record maintenance, word processing, ordering supplies, room bookings, scheduling etc.
• Managing extremely active calendars of appointments for the Executive Director, Foundation Board and Standing Committees.
• Provide logistical support for all meetings, functions and events that the Executive Director attends or arranges.
• Attend to the timely, appropriate production and dissemination of all information required by the Board of Directors and all Committees to ensure groups are well-informed and meetings are well-planned for maximum participation.
• Develop and distribute agendas and minutes.
• Receive and organize communication, correspond with internal and external stakeholders and advise and update team members on pertinent information while utilizing sound judgement skills and maintaining confidentiality.
• Adept at fostering relationships with diverse external and internal stakeholders, including the Executive Director, the Board of Directors, foundation staff, hospital staff, community partners, volunteers, donors, government and members of the public.
• Embrace new challenges and have diverse skills that enable the ability to take on special projects. Superior organizational skills, attention to detail and interpersonal skills, have developed deep expertise in one or more of: online research and analysis; written communications and document production; advanced PowerPoint skills; use of video-conferencing and other virtual meeting technologies; social media; or other areas that add value to the Foundation office.
• Plan, organize and execute as directed.
• Provide administrative support for a variety of projects and committees as directed.
• Act as liaison between the Foundation and St. Thomas Elgin General Hospital assistant, ensuring monthly Foundation reports are prepared and distributed in a timely manner.
• Prioritize conflicting needs, handle matters expeditiously, proactively and follow through on tasks.

• Demonstrated professionalism and respect at all times through phone, email, or face-to-face meetings.
• Provide a bridge for smooth communication between the Executive Director, Board, Standing Committees, staff, and internal departments, demonstrating trust and support to all levels.
• Coordinate catering and other logistical details for meetings/functions as required.
• Assist with summer student applications/reports and terminations.
• Administrative support to the Foundation team when time permits.

QUALIFICATIONS & KEY COMPETENCIES:

• Diploma or degree in Business Administration, Office Administration or related equivalent program.
• Executive Administration Diploma or equivalent combination of education and experience.
• Minimum of three (3) to five (5) years’ experience at the Executive Administration level, providing support to one or more individuals in an extremely fast-paced environment.
• Previous experience working with volunteers.
• Knowledge of Board Governance is an asset.
• Minute-taking skills are an asset.
• Knowledge with an aptitude for customizing online software and Raisers Edge would be an advantage.
• Strong organizational skills that reflect the ability to seamlessly perform and prioritize multiple tasks with excellent attention to detail.
• Demonstrated ability to establish and maintain productive professional relationships.
• Proven ability to handle confidential information with discretion.
• Ability to adapt to competing priorities while demonstrating the highest level of customer service.
• Corporate Policy and Procedure coordination.
• Self-motivated and able to take initiative and problem solve with minimal direction.
• Advanced communication skills in both verbal and written communication.
• Advanced computer expertise in Microsoft Office Suite, Time and Attendance.
• Ability to demonstrate STEGH Foundation’s core values and code of conduct in all interactions.

Key Competencies Required:

Strong Emotional Intelligence Multi-tasker

Interpersonal Sensitivity Ethical and Trustworthy

Service and Quality Orientation Problem solver

Leadership Presence Decision Maker

Strong Communication Skills (written and verbal) Responsible Team Player

Well-developed organizational skills Organizational Awareness

Accountability for actions Pleasant and kind demeanor

The above statements are not intended to encompass all functions and qualifications of the position. Rather, they are intended to provide a general framework of the requirements of the position. Employees may be required to perform other functions not specifically addressed in this job description.

St. Thomas Elgin General Hospital Foundation is committed to a barrier-free respectful, accessible and inclusive work place. Upon individual request, the Foundation will endeavour to remove any barrier to the hiring process to accommodate those candidates with disabilities. Please inform us should accommodation be required at any point in the recruitment and selection process.

We thank all applicants who apply for this position, however, only those applicants selected for an interview will be contacted. In accordance with the Freedom of Information and Protection of Privacy Act, personal information will only be used for candidate selection.

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