Executive Assistant and Board Liaison

Organization: St. Joseph’s General Hospital Elliot Lake
Position Title: Executive Assistant and Board Liaison
Reports to: President and Chief Executive Officer (CEO)
Location: Elliot Lake, Ontario

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CONTACT INFORMATION

Should you have any questions regarding this opportunity, please contact the following:

Human Resources Department – [email protected]

We offer competitive salary and vacation, extended health, dental benefits, and a pension plan through HOOPP.

RECRUITMENT NOTICE

This posting represents a current vacancy and will remain active until filled. Please note that our recruitment team does not use AI tools to screen, assess, or select applicants.

ACCESSIBILITY

SJGHEL is an equal opportunity employer and provides accommodations upon request in accordance with the Accessibility for Ontarians with Disabilities Act (AODA) and the Ontario Human Rights Code.

ABOUT ST. JOSEPH’S GENERAL HOSPITAL

St. Joseph’s General Hospital Elliot Lake (SJGHEL) is a centre of excellence and was founded on the rich history and legacy of the Sisters of St. Joseph, who built and administered the Hospital. SJGHEL is a 55-bed hospital with three satellite sites. It is the largest corporation in 3.5-hour corridor between Sault Ste. Marie and Sudbury, Ontario that provides; Obstetrical Services, Intensive Care, Surgical Services, Specialist Clinics, Addiction Treatment Services, CT Scanning, Dialysis Services, and Inpatient/Outpatient Diabetes Education and Care. We also provide the largest Satellite Oncology Program with over 500 visits annually.

JOB DESCRIPTION JOB TITLE: Executive Assistant & Board DATE PREPARED: April 30, 2026 Liaison DEPARTMENT: President and CEO Office DATE REVISED: PROGRAM: Senior Leadership LOCATION: SJGHEL AFFILIATION: Non-Union PAYBAND: Grade 5 KEY FUNCTION: Provides high-level executive support to the President & Chief Executive Officer (CEO) and serves as Board Liaison to the Board of Trustees. This role also leads coordination of administrative support across S (SJGHEL) Senior Leadership Team (SLT), ensuring effective coverage and alignment with Board and Sub-Committee requirements. The Executive Assistants within SLT operate through a coordinated, collaborative model, providing reciprocal coverage to ensure continuity of service and alignment with organizational priorities. establishing efficient processes that support organizational priorities. The EA serves as a primary point of contact, exercising sound judgment in managing inquiries, coordinating meetings, facilitating follow-up, and preparing high-quality executive materials. As Board Liaison, the EA leads Board governance coordination, including onboarding and recruitment support, maintenance of Board policies, and development of the annual Board work plan. The EA manages the full Board and Sub-Committee meeting cycle, including scheduling, agenda coordination, preparation and distribution of meeting materials. The EA and Board Liaison also supports administrative coordination across SLT including scheduling, coverage planning, and workflow alignment to ensure seamless executive and Board operations. This includes oversight of administrative coordination practices to ensure appropriate workload distribution, continuity of coverage, and alignment across the SLT. REPORTING: Under the general direction of the President and Chief Executive Officer (CEO). DUTIES: Executive Support to the President & CEO 1. Manages and coordinates ensuring timely, accurate, and confidential handling of all correspondence and inquiries. 2. Provides comprehensive calendar and schedule management for the CEO, prioritizing competing demands and ensuring appropriate preparation and pacing of commitments. 3. Serves as the strategic gatekeeper and primary point of contact, exercising sound judgment to triage, redirect, and responds to internal and external stakeholders. 4. Prepares, reviews, and coordinates high-quality materials, including correspondence, briefing notes, reports, presentations, and formal communications. JOB DESCRIPTION 5. Leads coordination of all logistics for CEO-led meetings and initiatives, including meeting space arrangements, technology and equipment setup, agenda development, material preparation, catering, minute-taking, and follow-up. 6. Ensures the CEO is fully briefed and prepared for meetings, decisions, and engagements, proactively identifying issues requiring attention. 7. Manages agreements, contracts, and formal documentation requiring executive review and approval, ensuring accuracy and compliance with organizational standards. 8. Coordinates executive-level travel, events, and special initiatives, including logistics, itineraries, and expense reconciliation. Board Governance & Liaison 1. Leads the planning and administration of Board of Trustees and Sub-Committee processes, including annual work plans, governance documentation, and Board member onboarding and recruitment support. 2. Manages the full lifecycle of Board and Sub-Committee meetings, including maintaining corporate calendars, tracking membership, and the preparation and distribution of meeting materials. 3. Coordinates Board and Sub-Committee meeting logistics, including agenda development, compilation of materials, minute-taking, and follow-up on action items. 4. Maintains Board policies and governance documentation, ensuring accuracy, version control, and alignment with regulatory and organizational requirements. 5. Supports Board-related communications and ensures timely distribution of materials to Trustees and stakeholders. Leadership & Administrative Coordination 1. Provides leadership and coordination to Executive and Administrative Assistant(s), including scheduling coverage, standardizing processes, and supporting recruitment and onboarding. 2. Leads the coordination of administrative workflows across SJGHEL to ensure seamless operations and consistent practices. 3. to achieve goal outcomes. Operations, Finance & Records Management 1. Oversees management, invoice processing, budget tracking, and compliance with reporting requirements. 2. Maintains effective records management systems, ensuring information is organized, secure, and accessible in accordance with policies and standards. 3. Oversees the creation of standard of work documents for the Executive Assistants and the Strategic & Project Support 1. Tracks and monitors action items, strategic initiatives, and key deliverables to ensure alignment with organizational priorities and timelines. 2. Conducts research, compiles data, and supports the development and monitoring of reports, projects, and strategic initiatives. JOB DESCRIPTION 3. Undertakes special projects and represents committees and working groups, as required. 4. Performs other duties as assigned. QUALIFICATIONS EDUCATION AND TRAINING: 1. Minimum of a two (2) year Diploma in Office Administration or Business Administration, from an accredited college. EXPERIENCE: 1. Minimum of three (3) experience working in an administrative support role at a senior management level, in a health care environment is preferred. KNOWLEDGE/SKILLS/ABILITIES: 1. Superior time management, prioritization, organizational, analytical, critical thinking, problem- solving, and leadership skills. 2. Proficiency in taking and transcribing minutes. 3. Proven ability to compile data and independently manage small to medium sized projects. 4. Strong aptitude for independently identify issues, plan improvements, measure success and continue improvement. 5. Excellent computer skills with proficiency in Microsoft Office software (Word, Excel, Power Point and Outlook) and patient information systems. 6. Outstanding interpersonal and communication skills, both written and verbal. 7. Skilled in managing routine correspondence, multiple tasks/projects, diversified workload and rapidly changing priorities and challenging deadlines. 8. Sound judgement, discretion and maturity when handling confidential information. 9. Strong commitment to the safety of co-workers and patients. PERSONAL SUITABILITY: 1. Flexibility to work varied hours and attend mandatory meetings as required. 2. Proven skill in developing partnerships and collaborative processes across the organization. 3. Sound judgement in addressing and resolving workplace issues and challenges. 4. Proven ability to work independently and in a team environment. 5. Commitment to ongoing professional development. 6. Professionalism in handling sensitive and confidential matters. 7. Demonstrated positive work record and excellent attendance record. 8. Meets the physical and sensory demands of the role. 9. Willingness and capacity to travel between local sites. OTHER: Bilingualism is an asset rem