Executive Assistant

Saint John Regional Hospital Foundation - Saint John, NB (30+ days ago)

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Reporting to the President and Chief Executive Officer of the Saint John Regional Hospital Foundation, the Executive Assistant will provide confidential administrative support to the offices of President & CEO and Vice President. This position manages their calendars and contacts and prepares a wide range of materials, including presentations, Board information and correspondence. The Executive Assistant liaises with senior volunteers, Foundation staff, individuals from outside the Foundation, medical and healthcare professionals and administrative staff of the Saint John Regional Hospital.


The Executive Assistant will be responsible for administrative support, including but not limited to:

As the front line professional in contact with: Foundation directors, donors, volunteers, medical, nursing and administrative healthcare staff, suppliers and the general public; extends a professional, helpful, flexible and caring attitude at all times
Communicates efficiently with Foundation Board and Committee members, while coordinating and preparing all meeting packages, ordering catering, audio- visual equipment and preparation of any correspondence related to the Board of Directors' regular meetings
Records and distributes meeting minutes for Board Meetings and other meetings
Plans all Board and Committee meeting dates, maintains the organization's key dates calendar and ensures the appropriate meeting space has been reserved
Maintaining filing systems
Meeting coordination and calendar control
Prepares draft correspondence, develops presentations and reports
Participates in the development and implementation of special projects and various assignments
Proactively identifies needs of senior staff
Performs other related office duties as required
Forges and maintains strong relationships with donors, volunteers, administrators, physicians, grateful families and development colleagues
Administration of various recognition processes
Data entry of credit card donation batches
Manage weekly charitable receipting process
Manage travel booking and related itineraries
Be able to maintain absolute confidentiality on many meetings and interactions
Demonstrated administrative/secretarial and organizational skills with meticulous attention to detail
Be a confident, clear and efficient communicator
Experience recording and transcribing minutes of meetings
Have enthusiasm, demonstrate initiative and a strong "get-the-job-done" work ethic
Ability to develop strong, effective working relationships quickly with a diverse group
Be warm and welcoming, yet firm and decisive, as appropriate
Have a high -level of proficiency with office-related software and hardware
Ability to work under pressure and calmly maintain priorities when deadlines frequently change
Raiser's Edge knowledge and experience an asset
Excellent organizational, interpersonal, verbal and written communication skills are necessary
Must demonstrate diplomacy, tact, emotional intelligence and be customer-focused
Professional demeanour required with Board Directors, senior leadership and physicians, administrative staff, donors, volunteer committee members, event attendees, the public and patients and families of Saint John Regional Hospital
Availability for some early morning meetings and evening/weekend events

Minimum entrance qualifications:
Post-secondary training and/or significant experience working as an Executive Assistant at an Executive level
Above-average demonstrated ability in Microsoft Office Suite; knowledge of Raiser's Edge an asset
Minimum of 5 years direct experience, including a minimum of 3 years working at an executive assistant level
Bilingualism not required but an asset
Experience working in a healthcare environment an asset
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This posting will be active until January 17th, 2020; however, interested candidates are encouraged to express their interest promptly as candidate submissions will be evaluated on an ongoing basis. Candidates who wish to apply for this position should ensure that a resume and letter of interest are sent to SJRH.Foundation@HorizonNB.ca. All inquiries will be kept in strict confidence.