Vacancy Detail

Executive Assistant, Chief of Staff Office & Medical Affairs

Department: CEO's Office - Corporate
Program: Executives
Status: Regular Full Time
Days - 8 Hour Shifts (Subject to Change)
Location: Lakeridge Health Oshawa
Wage Schedule: $35.540 - $47.900 per hour
Vacancy: 2600002890

Lakeridge Health is more than a hospital. It is a health network that includes five hospitals, a long-term care home, a community-based surgical centre, and more than 30 community sites across the Durham Region. Guided by our vision of One System. Best Health. and supported by a dedicated team of nearly 9,000 staff, physicians, and volunteers, Lakeridge Health is a place where the best people want to start, grow, and finish their careers in health care. We are focused on fostering an environment that’s inclusive, compassionate, innovative, and joyful. This is Lakeridge Health!

DUTIES AND RESPONSIBILITIES:

Supporting the Chief of Staff, with reporting relationship to the Director, Medical Affairs, Education, and LHEARN, the Executive Assistant is a highly trusted member of the Chief of Staff Office and plays an integral role in supporting effective medical and senior leadership, credentialed staff governance, and the work of the Medical Advisory Committee (MAC) at Lakeridge Health.
The Executive Assistant provides senior-level executive and administrative support to the Chief of Staff in a complex, fast-paced, and highly confidential environment. The role requires exceptional judgement, discretion, diplomacy, and professionalism, as well as the ability to anticipate priorities, manage sensitive and competing demands, and work effectively with board members, medical leaders, senior leaders, credentialed staff, regulatory and professional bodies, legal counsel, academic partners, government partners, and other internal and external partners.
The Executive Assistant serves as the administrative resource lead for the MAC and coordinates key medical governance processes and committees within the Chief of Staff's portfolio. Responsibilities include supporting credentialing processes, fulfilling assigned duties, and coordinating Board reporting requirements.
The successful candidate must demonstrate a high degree of initiative and independence and be comfortable working with sensitive physician, patient, quality, professional practice, credentialing, and organizational matters. The position requires flexibility in hours of work and travel between Lakeridge Health sites as required.

The Executive Assistant performs a wide variety of functions including:

Executive Office Support
* Manage complex calendar, priorities, and commitments of the Chief of Staff, exercising judgment in assessing competing demands, urgency, and organizational priorities.
* Anticipate upcoming commitments, decisions, deadlines, and information requirements, and proactively ensure that the Chief of Staff is appropriately prepared.
* Coordinate complex meetings involving the Board of Trustees, CEO office, senior leaders, medical leaders, credentialed staff, and internal and external partners, including preparation of agendas, briefing materials, presentations, supporting documentation, minutes, and action items.
* Prepare, draft, edit, proofread, and format high-quality correspondence, briefing notes, reports, presentations, memos, SBARs, and other executive materials, including highly sensitive and confidential documents;
* Manage correspondence and information flow within the Chief of Staff Office, independently assessing routine matters and identifying issues requiring escalation or action;
* Track commitments, decisions, and action items on behalf of the Chief of Staff and support timely follow-up and completion;
* Respond to inquiries and concerns from credentialed staff, medical leaders, team members, patients, essential partners in care, members of the public, government officials, and external organizations with professionalism, discretion, and diplomacy.

Medical Governance and Committee Support
* Serve as the administrative lead for the Medical Advisory Committee (MAC), supporting effective and timely medical governance processes.
* Coordinate MAC annual work planning, meeting schedules, agenda development, materials, minutes, decisions, action items and follow-up in collaboration with the Chief of Staff and Medical Affairs.
* Prepare and coordinate confidential MAC materials and maintain accurate records of recommendations, decisions and follow-up requirements.
* Support committees within the Chief of Staff portfolio, ensuring effective meeting coordination, documentation and follow-through.
* Coordinate materials, communication, and follow-up for matters involving the Board of Trustees, Board committees, and the Board Chair, as required.
* Support credentialing and reappointment governance processes, including the preparation and coordination of materials requiring review or recommendation through medical leadership and MAC.
* Maintain appropriate governance records, correspondence and documentation in accordance with organizational requirements and applicable confidentiality and records-management practices.
* Work collaboratively with Medical Affairs to ensure alignment and continuity across credentialing, physician leadership and medical governance processes.

Confidential and Sensitive Matters
* Handle highly confidential and sensitive matters involving physicians, Credentialed Staff, professional practice, quality of care, legal, credentialing and organizational issues with exceptional discretion.
* Draft and coordinate sensitive correspondence on behalf of the Chief of Staff, including correspondence involving Credentialed Staff, legal counsel, and external organizations and professional bodies such as the College of Physicians and Surgeons of Ontario (CPSO) and the Canadian Medical Protective Association (CMPA). chief coroners office?
* Exercise sound judgment in assessing sensitive inquiries, determining appropriate next steps and escalating matters when required.
* Maintain effective working relationships in circumstances requiring diplomacy, tact, neutrality and professionalism.
* Protect the confidentiality and integrity of information handled through the Chief of Staff Office at all times.

Office Administration and Coordination
* Maintain organized and secure electronic records and documentation for the Chief of Staff Office and applicable medical governance activities.
* Process invoices, expenses, payroll-related documentation and other administrative transactions as required.
* Coordinate information and workflows with the Chief of Staff portfolio, senior leadership, medical leaders and other administrative partners across Lakeridge Health.
* Identify and implement opportunities to improve administrative processes, workflows and the use of technology within the Chief of Staff Office.
* Digitize, organize, maintain, and securely retain all credentialed staff files in accordance with the Public Hospitals Act, internal policies, and applicable records-management and confidentiality requirements.
* Provide additional executive and administrative support related to the Chief of Staff portfolio as required.

QUALIFICATIONS:

* Graduate of an Executive or Office Administration Program, or the equivalent combination of education and related experience;
* Minimum of five (5) years of progressively responsible senior-level administrative or executive support experience, preferably within a complex healthcare environment.
* Demonstrated experience supporting a senior leader or medical leader is strongly preferred.
* Experience working directly with physicians, credentialed staff, and medical leadership is strongly preferred.
* Experience supporting senior-level committees, medical governance, credentialing, legal processes, credentialed staff affairs, or comparable governance processes is a significant asset.
* Demonstrated ability to manage highly confidential, sensitive, and complex matters with exceptional judgement, discretion, and professionalism.
* Exceptional organizational and time-management skills, with demonstrated ability to independently manage multiple priorities, deadlines, and competing demands in a fast-paced environment.
* Superior written and verbal communication skills, with demonstrated ability to draft and edit executive-level correspondence, briefing materials, reports, presentations, and meeting documentation.
* Demonstrated diplomacy, tact, and interpersonal effectiveness when working with all partners.
* Advanced proficiency with Microsoft 365 applications, including Outlook, Word, Excel, PowerPoint, Teams, and OneNote.
* Advanced proficiency with SharePoint and other software systems.
* Demonstrated proficiency in organizing and supporting virtual and hybrid meetings and using technology to improve administrative effectiveness.
* Experience preparing agendas, taking accurate minutes, maintaining decision and action logs, and coordinating follow-up for senior-level committees.
* Working knowledge of hospital medical governance, credentialing processes, the Public Hospitals Act, professional regulation or related healthcare governance frameworks is an asset.
* Working knowledge of SAP or comparable enterprise systems is an asset.
* Ability to work independently, exercise sound judgment and recognize when matters require consultation or escalation.
* Proven ability to remain composed, organized and effective while managing urgent, sensitive or challenging situations.
* Ability to type a minimum of 60 words per minute (tested).
* Must have a satisfactory performance record.
* Demonstrated commitment to Lakeridge Health's core values of Inclusion, Compassion, Innovation, Teamwork and Joy.
* Demonstrated understanding of and commitment to Lakeridge Health's comprehensive safety programs and practices, including team members, patient and environmental safety and participation in required education.

At Lakeridge Health, we value inclusion and diversity. We are committed to fostering a culture that is respectful, inclusive, and accessible. We are committed to employing a workforce that is representative of the diverse community we provide services to and welcome applications from all qualified applicants from all backgrounds.

Accommodation will be provided in all parts of the recruitment and assessment process in accordance with the Accessibility for Ontarians with Disabilities Act (AODA). If you require any accommodation at any point during the application and hiring process, please contact recruitment@lh.ca .

Unless specifically stated, all job postings at Lakeridge Health are to fill existing vacancies within our organization. Lakeridge Health may use artificial intelligence (AI) tools as part of the recruitment and screening process. A member of our Talent Acquisition team is actively engaged in the Recruitment and Selection process to ensure a fair and thorough assessment of applicants.

Lakeridge Health thanks all those who apply, however, only candidates considered for an interview will be contacted.


CONDITIONS OF EMPLOYMENT:

The terms and conditions of employment are in accordance with Lakeridge Health's policies and procedures.

Lakeridge Health thanks all applicants, however, only those selected for an interview will be contacted.

Successful External applicants must provide a satisfactory Criminal Investigation Reference for the vulnerable sector, dated within the past six (6) months.

Lakeridge Health is committed to providing a safe and healthy work environment for all team members and patients. New Lakeridge Health team members will be required to complete a Pre-employment Health Assessment as a condition of employment.