Summary of Duties

Reporting to the Chief of the Department of Radiation Oncology of the Odette Cancer Centre.  This role is responsible for the executive level support in capacity of sustaining daily operations of the administrative office which also includes administration of those duties the Chief is responsible for at the University level.   This position involves working directly with physicians, nurses, managers, Program/Divisional heads, Site Group Leads and staff. 

This role requires a self-directed, highly motivated team player with experience at a senior level. The successful incumbent must be able to effectively manage multiple priorities, possess superior planning and organization skills, and be able to work effectively within timelines. The person must also be diplomatic, have excellent verbal and written communication skills and be able to provide exceptional customer service to a variety of internal and external stakeholders.

• Create complex documents in Excel, Word, and PowerPoint
• Manage, review, and edit communications/emails and presentation materials to ensure accuracy and ease of comprehension
• Effectively manage executive’s complex calendar, ensuring items are posted correctly to calendar and assessing for matters of urgency in a self-directed manner
• Manage senior level committees and meetings, preparing agenda, slide deck, organizing required materials, taking/circulating minutes
• Assists with the coordination of Ontario Health meetings, quarterly reports, work plans and agreements.
• Manage travel and conferences by arranging/coordinating the logistics of flight, hotel & registration.
• Manage the process of payment of all invoices/expenses in a timely manner for payment through grant, trust or hospital account cost centers and arrangement for payment or transfer of monies between accounts.
• Research and compile appropriate data for meetings, reports, projects, etc.
• Co-ordinate meetings including external meetings and retreats, reserves and prepares meeting venues and arrange catering
• Provides project management leadership on the execution and delivery of work plans, project scheduling and deliverables.
• Organize and maintain an electronic filing system
• Asset with the coordination of clinical activities and administrative activities, directly and collaboratively with the medical secretarial staff. Clinical assistants, and university representatives.
• Respond to letters from patients and the community with complaints, comments, and questions about their experiences.
• Assist with CV and research activities as required
• Other related duties, as assigned including working with the business strategic manager that reports to the Chief
• Coordinating and assisting in the recruitment process
• Working with the educational lead as it relates to resident and fellow processes at the University level

Qualifications/Skills

• Completion of a relevant post-secondary Executive Assistant/Office Management Program and/or equivalent appropriate work experience required.
• Significant recent related experience in an administrative or executive assistant supporting a senior executive (ideally in healthcare) is required.
• Minimum 3 years of experience in project management, change management, facilitation, organizational development, and process improvement is strongly preferred
• Demonstrated advanced working knowledge of Microsoft Word, Excel, Outlook, and Power Point required.
• Ability to makes notes, minutes from dictation.
• Demonstrated excellent written and oral communication skills and strong interpersonal skills.
• Demonstrated tact, discretion, and good judgment in dealing with extremely sensitive and confidential issues required.
• Superior time management, organizational skills, accuracy, and attention to detail.
• Demonstrated independence and comfort in taking initiative on resolving issues within scope of responsibility.