Executive Assistant III - Corporate Medical Executive

Posting Period

Open:          May 21, 2024

Deadline:     June 4, 2024

Non-Union

Job Summary

Who We are

At London Health Sciences Centre we are the heart of a healthy community. Together we work to shape the future of health. Home to Victoria Hospital, University Hospital and Children’s Hospital, LHSC is one of Canada’s largest acute teaching hospitals that prides itself on collaborating with patients and system partners to deliver excellent care experiences and outcomes, educating the health care providers of tomorrow and advancing new discoveries and innovations that optimize the health and well-being of those we serve. Patients are at the centre of everything we do. Guided by compassion, teamwork, curiosity and accountability, we are a progressive workplace that lives its mission, vision and values while dedicated to providing a safe and healthy work environment that inspires respect for all individuals, collaboration and teamwork.

Area of Assignment: Corporate Medical Executive

The Executive Assistant III (EA III) will be responsible for providing executive administrative support to the Corporate Medical Executive.The EA III will be highly organized to prioritize external responsiveness, discernment and diplomacy to effectively and efficiently maintain the Executive’s office. The scope and size of this role is greater than that of the Executive Assistant II and this individual will be detail oriented with prior experience in the financial industry considered an asset. Responsibilities include screening and handling of calls and visitors, preparing and typing correspondence, coordinating administrative details related to the planning of the highest level of executive committee meetings and conferences, preparing, proofreading and distributing materials to the CEOs Office for Board meetings. This position will liaise closely with the Office of the President & CEO as well as with regional, provincial and international partners which will require a keen understanding of the mandates/importance of government and partner relationships. This position will act as a resource to executive administrative partners.

What We Offer:

• Hours of Work: 37.5 hours per week
• Rate of Pay: $38.21 - $47.76 per hour
• Health and Dental Benefits and Pension Plan (HOOPP)
• Career development and training opportunities
• Employee Wellness Initiatives

Qualifications

Who You Are:

• You are self-aware of own assumptions, values, strengths and limitations
• You manage and develop self while modeling qualities such as curiosity, honesty, integrity, resilience, and confidence
• You are learning agile and have a learning orientation toward mistakes
• You achieve results and thrive in a fast -paced, high change environment
• You contribute to an environment of collaboration, cooperation, connections, partnerships and networks

As the ideal candidate, you have:

• Successful completion of two-year Diploma in Medical, Executive or Office Administration, or equivalent as acceptable by the Hospital; Undergraduate degree preferred
• Minimum five (5) years of relevant, recent Executive Assistant experience, preferably in a Health Care setting
• Demonstrated computer skills including Microsoft Office (Word, Excel, PowerPoint, OneNote), PeopleSoft, WorkBrain, and Internet/Intranet and basic knowledge of Visio
• Demonstrated ability for effective listening, recording confidential meetings and transcribing minutes for review and distribution or past experience in corporate minute taking for legal record or other compliance mechanisms
• Demonstrated ability to organize schedules including the evaluation & reprioritization of schedules when unexpected priorities arise and independently follow-up on action items, maintain calendars, coordinate travel arrangements and expense reports, maintain files, and prepare correspondence and other presentation materials
• Demonstrated ability to maintain confidentiality and demonstrate sound judgement regarding sensitive matters
• Demonstrated strong attention to detail and ability to process information with high levels of accuracy
• Demonstrated well-developed service-based interpersonal and communication skills, in person, in writing and by phone
• Demonstrated proficiency in problem solving and decision making
• Demonstrated ability to work independently, accurately and in a well-organized manner using project management skills
• Demonstrated ability to organize work environment and respect deadlines while maintaining flexibility and adaptability to change
• Demonstrated ability to attend work on a regular basis

Immunization Requirements:  
Before beginning employment at LHSC, all new hires will be required to: 

• Provide vaccination records or proof of immunity against measles, mumps, rubella and varicella (chicken pox), Hepatitis B, Tetanus/ Diphtheria/Polio; Meningitis;  
• Provide documentation of the Tuberculosis skin testing (two step);  
• Provide proof of Health Canada-approved COVID-19 vaccination reflective of Ontario Health’s current definition of being fully vaccinated 

For more information visit https://www.lhsc.on.ca/careers/health-review-requirements 

If interested in this role, please apply with a resume that outlines all current and previous experience relevant to the position. 

We are committed to providing a safe, healthy and inclusive work environment that inspires respect. LHSC is committed to employment equity and diversity in the workplace and welcomes applications from equity-denied groups including Indigenous people, racialized people, women, persons with disabilities, and 2SLGBTQIA+ persons. LHSC is also committed to ensuring an accessible and inclusive recruitment process. Upon individual request, we will endeavor to remove any barrier to the hiring process to reasonably accommodate candidates, including those with disabilities, while maintaining a fair, consistent and equitable recruitment approach. Should any applicant require accommodation through the application, interview or selection processes, please contact Recruitment Services at 519-685-8500, extension #34321 or recruitment@lhsc.on.ca . 

As part of the selection process applicants may be required to complete an examination or test. Please be advised that a reference check may be conducted as part of the selection process. 

Your interest in this opportunity is appreciated. Only those applicants selected for an interview will be contacted. Successful candidates, as a condition of job offer, would be required to provide a satisfactory police information check (original document) completed in the last 6 months. 

Please be advised, if you are seeking employment on a temporary work or study permit we recommend reviewing work permit restrictions as it applies to healthcare organizations in Canada. As per the Government of Canada, LHSC is considered a hospital/healthcare organization, even if an employee is functioning in a non-patient facing role. Individuals on a work or study permit seeking employment in this sector may be required to complete additional steps in the process, including but not limited to a medical exam, which may also apply to employees looking to renew their work permits. It is the employee’s accountability to ensure they are adhering to their specific work permit restrictions, and we encourage all candidates and LHSC employees to be proactive and review restrictions as soon as possible as it could be a lengthy process