Hiring Executive Assistant, Clinical Programs

This position is fully on-site and requires employees to work on-site five days per week.

 
GENERAL RESPONSIBILITIES 

The Executive Assistant provides high-level administrative, operation, and strategic support to executive leadership, ensuring the efficient and effective functioning of executive and organizational activities.  The role serves as a trusted partner in managing communications, coordinating priorities, overseeing completes administrative processes, and supporting governance, project management, and stakeholder relations.  The Executive Assistant exercise sounds judgement, maintains strict confidentiality, and proactively facilitates the achievement of organizational goals through exceptional organization, professionalism, and attention to detail.  

 
ACCOUNTABILITY 
This position operates within a dual-reporting structure, providing dedicated executive, administrative, and operational support to the two Senior Directors who oversee the clinical programming at WellFort CHS.  The Executive Assistant is responsible for balancing competing priorities, coordinating activities across both portfolios, and ensuring seamless communication, organization, and support while maintaining a high degree of professionalism, discretion, and accountability. The Executive Assistant, Clinical Programs, reports to the Senior Director, Integrated Care and Senior Director, Population Health, Innovation, and Community Programs. 

SPECIFIC RESPONSIBILITIES 

Senior Director Support:

• Provide administrative support of the Senior Director activities and work products as required.
• Provide critical administrative and clerical support to the Senior Directors as required.
• Provide administrative support to new initiatives as required.
• Assist in the collection of materials and reports for funder requirements, as required.
• Assist managers and staff in the Senior Director portfolios to ensure access to the Senior Directors in an appropriate and timely manner. 
• As requested, manages research, collects, consolidates and may summarize data. Formats to facilitate interpretation and/or to highlight key aspects/trends. 
• Provide administrative support to the Senior Directors such as scheduling, travel arrangements, expense reports and credit card statement reconciliations.
• Provide critical administrative and clerical support to the Senior Directors as required.
• Serve as the primary point of contact for internal and external communication on all matters pertaining to the Senior Directors, including those of highly confidential or critical nature.
• Create reports and presentations by collecting, analyzing, and summarizing information meeting material organization, and taking care of logistics such as room setup and catering arrangements.
• Lead and coordinate special projects and events under the direction of the Senior Directors as required. 
• Work closely with external partners, assistants, vendors, and stakeholders to complete tasks such as meeting coordination, contract drafting and report collaboration.
• Manage other related duties or special projects as assigned by the Senior Directors.
• Organizes and attends committees and takes minutes for the Senior Directors, as required.
• Creates and maintains systems such as contact lists, membership and terms for the Senior Directors.
• In collaboration with the Senior Directors, maintains and orders corporate materials such as business cards, letterhead, envelops brochures and other promotional items for those in the Senior Directors’ portfolios.
• Supports the coordination and facilitation of presentations, meetings, webinars including the preparation of presentation materials (PowerPoint decks, reports, Excel documents, correspondence and meeting minutes). 
• Schedules, plans and organizes all logistical details for in-house and off-site meetings, as required. 
• Oversees/coordinates office equipment/cleaning, security/access control, coffee/vending machines, catering, etc. 
• Manages the inventory of office supplies for the Senior Director portfolios, acting as a gatekeeper; ordering additional supplies as needed and ensuring that costs are appropriately managed. 
• Develops and maintains organizational administrative systems such as inventory, service contracts, leases, vendor lists, online accounts and phone trees in collaboration with the Corporate Services Administrative Assistant, and Executive Assistant and Board Liaison.
• Maintains knowledge and information sources such as the intranet, shared drive, websites, databases and spreadsheets. 

 
Professional Development: 

• Joins relevant professional groups to maintain professional linkages and support. 
• Participates in educational activities according to the needs of the centre and the career goals of the individual. 

Cross-Functional Executive Support: Provide coverage and support to other Executive Assistants or Administrative Assistants across the organization who support the Executive Leadership Team (ELT) and Leadership Team, ensuring seamless continuity of executive and leadership support during absences, peak periods, or as business needs require.

Research: 

• Participates in research when opportunities arise. 

Other: 

• Serves as a mutual back up for the Corporate Services Administrative Assistant, Executive Assistant and Board Liaison, and other Executive Assistants in the organization, as required 
• Other duties and responsibilities as may be assigned from time to time. 

Contribution to team and centre activities: 

• Participates in staff meetings and on interdisciplinary teams. 
• Participates in the overall activities of the health centre (e.g.,) in-service training, committees, special events, and shared staff responsibilities. 
• Communicates clearly, listen actively, be open to feedback, handle conflict appropriately, and display sensitivity to others. 
• Collaborates well with others, promotes cooperation and teamwork. 
• Participates in WellFort’s commitment to becoming discrimination-free and an inclusive health centre that strives to ensure that programs and services are as accessible as possible. 
• Maintains the reputation and confidentiality of the health centre and its clients at all times. 
• Endorses models and promotes a healthy and active lifestyle. 
• Works in a manner that respects and values the diversity of communities and individuals. 
• Works in a manner that reflects WellFort’s mission, values, and service delivery approach. 
• Adheres to all applicable WellFort policies and procedures. 
• Develops and maintain a flexible work schedule that accommodates the needs of the clients, community and WellFort. 

Confidentiality: Manage highly sensitive and confidential information and documents with the highest level of discretion and professionalism. This role will have access to confidential executive, business, and employee information and requires a high degree of trust, integrity, and sound judgment.

 
QUALIFICATIONS 

• Completion of post-secondary education in a business or office administration or communications program, or related field or a combination of related work experiences program.
• Minimum 5 years’ experience in a senior or executive level administrative support position.
• Healthcare not-for-profit experience is considered an asset.
• Advanced knowledge of software programs such as MS Office, (including Outlook, Teams, Word, Excel, PowerPoint), Apple applications, Adobe and Illustrator. 
• Proficient in online tools such as Prezi, Pitkochart, Canva and MailChimp. 
• Excellent communication skills, including experience with report writing, newsletters, research and creating flyers. 
• Experience working with confidential and time sensitive documents and information. 
• Excellent interpersonal skills and the ability to multitask in a fast-paced environment. 
• Experience working in a value based non-profit or social services organization. 
• Demonstrated ability to work independently and interdependently in an interdisciplinary team environment in which the skills and responsibilities of each team member are recognized and respected. 
• Ability to speak languages relevant to the residents of the organization’s community is an asset. 
• Proven ability to effectively prioritize workflow to meet deadlines while maintaining a high level of quality and accuracy.
• Strong writing, analytical, and critical thinking skills, and the ability to synthesize and present complex data.
• Strong verbal and interpersonal communication skills, diplomacy, good judgment, and confidentiality.
• A high degree of independence and initiative and tolerance for ambiguity.
• Readily adaptable to learn new process and respond quickly to changing priorities.
• High degree of comfort building relationships and interacting with influential community and business leaders.
• Professionalism in dealing with diverse groups of people, including Board members, senior executives, staff, community leaders, donors, and funded partners. 
• Demonstrated ability in working effectively in a collaborative team culture.
• Understanding of project management principles and systems.
• High standards of ethics and confidentiality to handle sensitive information.

 
Requirements of the position 

• Valid driver’s license  
• Automobile in good repair and insurance coverage as required by agency policy  
• Satisfactory vulnerable sector screening  
• Satisfactory references