Executive Assistant

Executive Assistant (Coordinator- Communications)

Number of Openings: 1 Division: Corporate
Full/Part Time/Casual: Full-Time Program: Corporate
Regular/Temporary: Regular Location: Head Office- Dundas
Union: Non-Union Hours of Work: 9-5 Monday to Friday

Skill Requirement:

POSITION SUMMARY:
The Executive Assistant & Communications Coordinator (EA-CC) is responsible for coordinating and scheduling the activities of the Office of The President and other Executives, as well as acting in the role of liaison / point of contact for external stakeholders on behalf of the Office Of The President and other Executives. The EA-CC develops and deploys corporate level communications and public relations tools both internally and externally, and collaborates with other program/functional managers on various special projects.

The EA-CC supports the Executive Team in their efforts to organize and coordinate St. Joseph’s Health System and
St. Joseph Joint Board of Governors activities. The EA-CC also supports both internal and external stakeholders with their departmental or program communication requirements.

CORE DUTIES AND RESPONSIBILITIES
Executive Assistance

• Maintaining the President’s calendar, coordinating activities, meetings and appointment dates; ensuring that calendar dates are well organized and clearly communicated
• Developing, preparing, and formatting correspondence, reports, forms, presentation material, and other documentation as required
• Preparing agenda packages, taking minutes at meetings, creating and distributing meeting notes and follow up items
• Planning and organizing various corporate events/activities at the direction or request of the President or Sr.

Director

• Acting as a liaison to the Board of Directors, Committees of the Board, the St. Joseph’s Health System and the various other teams
• Fielding phone calls and responding to emails on behalf of the President
• Managing document control activities for corporate level policies and forms
• maintaining corporate policy manuals both electronic and hard copy where required
• maintaining corporate policy annual review schedules o assigning policy responsibility to various managers
• reviewing and formatting updated policy versions
• managing controlled copies of current policies and forms o coordinating the circulation of new/updated policies and forms
• archiving outdated policies and forms
• Attending and/or assisting with off-site meetings, presentations, discussions. Occasionally attending events outside of regular business hours
• Participating in Corporate Leadership, and management team meetings.
• General admin duties such as photocopying, faxing, etc.
• Other duties as required or assigned

Communications

• Developing executive messaging for presentations, memos, announcements, speaking notes and speeches.
• Coordinating the external public relations activities for the organization on behalf of the President.
• Ensuring that President remains well informed of all internal and external matters pertaining to SJHC
• Conducting environmental scans for news items or press releases as related to our organization or our services, reporting items of interest to Executive Team
• Developing communications plans
• Developing and maintaining the organizations editorial calendar
• Creating, reviewing & updating content for various communication platforms (e.g. website, social media, staff newsletter, annual report to the community etc.)
• Providing crisis and change communications support to the Corporate Leadership team.
• Managing organizational branding: reviewing and approving promotional materials etc.
• Maintaining brand consistency across the organization
• Creating, designing, preparing and coordinating various internal and external communication materials
• Assisting program or department Managers in the creation and development of internal communications materials as requested

Special Projects

• Participating in Requests for Proposal processes in cooperation with others
• Participating in Accreditation, Engagement, Strategic Planning, Quality, Recognition (etc.) activities in cooperation with others
• Coordinating internal fundraising activities, Chair of the Fundraising Committee
• Additional special projects as required or requested

CORE COMPENTENCIES

• Regularly demonstrates our mission, vision and values: a. Support compassionate care, faith and diversity b. Deliver quality care, pursue and share knowledge, respect diversity, remain faithful c. Commit to working everyday with dignity, respect, service, justice, responsibility and enquiry
• Ability to work collaboratively with others; sharing expertise and drawing on the expertise of others
• Actively promotes a healthy, supportive and inclusive work environment
• Proactively contributes to initiatives, supporting and encouraging positive change
• Ability to engage in effective problem solving, possess logic and analytical thinking
• Skilled at thinking about creative solutions to complex problems
• Solid team-based approach to every day work activities
• Superior communication skills both verbal and written, with an excellent customer service mind set
• Positive and professional, with a “can do” attitude
• Willingness to regularly go the extra mile and actively support co-workers
• Maintaining on-going compliance to corporate policies and procedures, health and safety regulations, and relevant external standards
• Participating fully in both internal and external training requirements
• Participating fully in corporate quality initiatives
• Maintaining the privacy and confidentiality of Governance and Executive level information at all times
• Maintaining the privacy and confidentiality of all personal health records (including both client and personal), and following all the privacy and confidentiality requirements of any and all electronic medical record systems used (including but not limited to Procura and HPG)

KEY EDUCATION AND EXPERIENCE

• College level education in Business Administration or similar, required
• University level education in Business Administration, Public Relations or Communications, preferred
• 3-5 years of previous experience in a similar role, required
• Public Relations designation (APR) current or in process, an asset
• Advanced knowledge of MS Office (Excel, Word, PowerPoint), required
• Knowledge of Microsoft Office 365 suite, an asset
• Graphics design software experience, preferred
• Previous experience with Constant Contact or other email marketing software, preferred
• Previous experience in corporate communications or public relations, preferred
• Previous experience working with Board of Governors, preferred
• Previous experience working in a health care environment, preferred

St. Joseph’s Home Care is an equal opportunity employer and strives for equity, inclusiveness, and diversity in all our programs, practices, facilities, and people. To request any accommodations in the recruitment process
(including alternate formats of materials or accessible meeting rooms) please let the hiring manager know prior to interviewing. Should you wish to conduct your interview in the French language, please contact our head office location to make arrangements prior to interviewing.

Job Types: Full-time, Permanent

Salary: $24.92-$33.79 per hour

Benefits:

• Company events
• Company pension
• Employee assistance program
• Tuition reimbursement
• Wellness program

Flexible Language Requirement:

• French not required

Schedule:

• 8 hour shift
• Monday to Friday

Ability to commute/relocate:

• HAMILTON, ON: reliably commute or plan to relocate before starting work (required)

Application question(s):

• Do you have a Public Relations Designation?

Education:

• Bachelor's Degree (preferred)

Experience:

• Executive Assistant: 3 years (required)
• working with Board of Governors: 1 year (preferred)
• working in health care environment: 1 year (preferred)

Licence/Certification:

• Ontario Driver's License (required)

Work Location: One location