Negotiable Area Executive Assistant |N|B| PCN 115558+

JOB PURPOSE

The Executive Assistant (EA) reports directly to the Regional Program Co-Leaders (Executive Regional Director, Co-Leade r of Addiction and Mental Health , Executive Clinical/Academic Department Head, Co-Leader of Addiction and Mental Health) and provides administrative support in a professional, efficient, and effective manner. As our ideal candidate, you have the ability to focus on details, organize and manage multiple projects concurrently while also managing your own time. You are energetic, motivated, and comfortable communicating regularly via email, telephone and in person. This position involves the handling of confidential and sensitive information, materials, and situations. Our successful candidate is highly driven and will take pride on a proven track record to provide senior level administrative support to our Regional Program Co-Leader Team.

Qualifications
• Demonstrated intermediate proficiency level in Microsoft Word, Excel, Outlook, PowerPoint and typing
• Demonstrated exceptional organizational and analytical skills
• Demonstrated skill in developing communications – written and visual, both content and format
• Ability and confidence to address/manage multiple priorities in a timely manner
• Prepare minutes, reports, submissions, and summary briefs for various audiences, as required
• Organize and maintain filing systems, electronic and paper
• Minimum of five years’ experience in a senior administrative position
• Demonstrated high level of competence in composition with excellent grammar and punctuation skills
• Demonstrated ability and willingness to learn new skills and computer applications
• Demonstrated ability to identify inefficiencies, provide and implement solutions
• Demonstrated strong initiative and ability to work independently
• Demonstrated regard for confidential information
• Demonstrated diplomacy, tact, and good judgement
• Exceptional interpersonal skills with demonstrated ability to interact effectively with staff, patients and families, partners, and stakeholders
• Successful completion of high school supplemented by secretarial and office technology courses
• Proven excellent work and attendance record
• Ability to attend work on a regular basis
• Ability to perform the duties of the position
• Competence in oral French proficiency is an asset

Key Responsibilities

Provide executive support to Regional Program Co-Leaders
• Prepare and distribute meeting materials, set up the location, document minutes and follow-up actions from leadership team meetings, committee meetings and other meetings required by the Regional Managers
• Ensure follow up to committee action plans and develop process to ensure appropriate timelines are maintained
• Prioritize and organize appointments for the Regional Managers with external and internal stakeholders, as required
• Maintain an effective filing system
• Draft response to correspondence as required
• Assist in the preparation and/or development of reports and presentations such as project report; month-end and annual reports, budget variance reports
• Draft, proofread and edit reports
• Coordinate and track all correspondence
• Manage restricted and confidential documents and data
• Support development and distribution of internal and external corporate communications, as required Respond to inquiries using initiative and judgement
• Respond to incoming calls, identifying urgent matters and important inquiries and redirecting them for appropriate action
• Provide appropriate advice and/or screening/referral to callers
• Gather, process, and distribute highly confidential information Manage logistics
• Complete travel arrangements including booking of travel and accommodations, assuring coordination of appointments and schedules within the travel plan
• Complete expense submissions
• Facilitate the hiring process within the Regional Programs
• Provide support when purchasing goods and services, including invoice processing

Act As An Information Resource By
• Dealing with confidential issues in an efficient and professional manner
• Applying knowledge of corporate organization and policies
• Ensuring dissemination and coordination of information, both internally and externally
• Developing and maintaining effective working relationships

COMPETENCIES
• Strong work ethic including willingness to accept new duties as assigned
• Ability to work as a team member, and to work independently with minimal direct supervision
• Ability to work flexible hours as required, if on occasion, meetings extend beyond regular hours

Interested? Apply Today?

Horizon Health Network (Horizon) only accepts on-line applications.

About Horizon’s Recruitment Process

We thank all applicant who apply; however, only those selected for further consideration will be contacted. All interested applicants are encouraged to apply as an equivalent combination of education, training and experience may be considered.

Horizon’s recruitment screening process may include language proficiency testing, clerical testing and/or behavioral assessment. If you are selected for testing, you will be contacted via the email address provided on your application. The official results will be shared with the candidate, Human Resources and the requesting manager electronically and language results will be placed on the personnel file for Horizon’s hiring purposes.

Diversity Statement

Horizon is committed to enhancing our diverse and inclusive environment for our employees and patients. We believe in a healthcare system that equally supports all people regardless of race, ethnicity, national origin, social background, religion, gender identity or expression, age, disability, or ****** orientation. An environment based on a commitment to diversity and inclusion supports our goal of safe and quality patient care