Careers at Niagara Health

Job Details * This vacancy is now closed *

Job Title:

EXEC ASSISTANT, TFT

Posted Date:

2025-06-24

Closing Date:

2025-06-30

Functional Discipline:

CORPORATE

Job Description

VACANCY DETAILS

VACANCY NUMBER: 40890NC

JOB TITLE: EXECUTIVE ASSISTANT,TFT (EVP Corporate Services & CFO)
STATUS: TEMPORARY FULL TIME
DEPARTMENT: CORPORATE
LOCATION: MAROTTA FAMILY HOSPITAL, ST. CATHARINES SITE
HOURS OF WORK: 75 HOURS PER PAY PERIOD

POSTING DATE: 24 JUNE 2025
CLOSING DATE: 30 JUNE 2025

UNION: NON UNION
WAGE RANGE: $34.650 TO $39.203 PER HOUR

POSITION OBJECTIVE:
Reporting directly to the Executive Vice President, Corporate Services & CFO, the incumbent will provide executive administration support, while professionally representing the organization to internal and external partners. The Executive Assistant serves as a liaison to organizational leaders from NH, local and provincial government officials, hospital partners as well as Niagara Health's Board of Directors. This role requires the incumbent to manage the calendar of EVP, Corporate Services & CFO; ensure agendas are included for all meetings; manage and follow up on action items; ensuring EVP, Corporate Services & CFO is prepped before meetings; and other executive administration supports as identified.

Working in a confidential environment that is mission-driven, results-focused, and community oriented, the incumbent will establish and manage internal and external constituent relationships while providing consultative guidance in prioritizing and managing EVP, Corporate Services & CFO accountabilities.

DUTIES AND RESPONSIBILITIES:
Administrative Support to Executive Level:
o Manages the calendar of EVP, Corporate Services & CFO in a manner that ensures appropriate prep; results oriented meetings; and follow up
o Liaise with EVP, Corporate Services & CFO direct reports
o Prepares and distributes materials in advance for meetings to ensure attendees are well prepared to make decisions and take action, as needed
o Provides senior level administrative support, as needed, and attends and records minutes of meetings
o This role will also act as a secretariat to committee meetings and will require the creation of agendas and briefing notes; participation in prep meetings; pre-circulation of materials; documentation of minutes and synoptic reports; and follow up on action items
o Strategic Plan execution support to Finance team which can include project and Board reporting, engagement activities and Senior Leadership and NH Committee(s) updates
o Manage and maintain SharePoint site pertaining to the Finance team
o Coordinates and closely manages approval processes for items requiring CFO approval such as organizational resource requests, purchase orders, Foundation commitments, contracts, sponsorships, and others
o Maintains various excel spreadsheets to support tracking of CFO projects and priority items
o Manages financial report submissions and compliance items to the government, ensuring all deadlines are met
o Creation and distribution of PowerPoint presentations and general communications to internal and external stakeholders
o Provides senior administrative support by preparing materials and relevant updates for the EVP, Finance on outstanding action items and projects
o Processes invoices for payment and manages submission of CFO reimbursable expense claims
o Maintains confidentiality at all times to preserve the integrity of NH
o During an absence of the EVP, Corporate Services & CFO, uses initiative and judgement to see that matters requiring attention are referred to delegated authority and appropriately handled in a timely manner
o Supports the development and distribution of correspondence to NH staff and other parties
o Occasional evenings are required to support Board of Director committee meetings
o Other duties as required

QUALIFICATIONS:
o Completion of a Community College diploma specializing in Office Administration or equivalent
o A minimum of three years administrative experience in an executive level administrative role including acting as the point of contact for board committees; or an equivalent combination of education, training and experience
o Demonstrated proficiency in minute-taking, transcription and tracking action plans and deliverables
o Assistance with special event management, preparation of reports and presentations
o Comfortable dealing with the community, internal and external parties
o Above average written and verbal communication skills
o Strong team player and proven track record in building and maintaining cross-team relationships
o Extensive analytical and problem-solving experience
o Expertise in implementing new processes and/or procedures
o Experience in problem solving, project leadership, and analytics preferred
o Advanced computer skills and ability to work comfortably with spreadsheets, presentations, diagramming and word processing software (e.g. Excel, PowerPoint, Visio and Word)
o Demonstrated ability to handle a large and diversified workload with rapidly changing priorities and challenging deadlines
o Demonstrated commitment to continuing education
o Demonstrated ability to employ problem-solving skills to remove obstacles and attain goals
o Evidence of effective organizational, interpersonal, communication, judgment, decision-making, and conflict-resolution skills
o Ability to work effectively within a multi-disciplinary team
o Flexible, self-directed and able to work effectively with minimal supervision
o Consistent and regular attendance required
o Proficiency in both official languages (English and French) will be considered an asset

Questions, quoting the job posting number, may be directed to hrrecruit@niagarahealth.on.ca

At Niagara Health, we value diversity, equity and inclusion, and welcome applications from all people. We are especially interested in hearing from you if you are excited about being part of a respectful and hard-working team in the beautiful Niagara Region, have a passion for service and excellence in healthcare, have a background or related expertise in the healthcare environment, supporting patient care and providing extraordinary customer-service.

In accordance with the Accessibility for Ontarians with Disabilities Act, 2005 and the Ontario Human Rights Code, Niagara Health will provide accommodations through the recruitment process to applicants with disabilities. If selected to participate in the recruitment and selection process, please inform Human Resources of the nature of any accommodation(s) that you may require in respect of any materials or processes used to ensure your equal participation.

At Niagara Health, we are committed to advancing diversity, equity and inclusion. As a part of this work, we collect information on Ontario Human Rights Code grounds and non-Code grounds in order to: hire and retain diverse talent, prevent and/or address systemic barriers to access and opportunity, improve service delivery and programs and advance diversity and inclusion overall. All identification questions are optional and include a "prefer not to answer" option.

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