JOB POSTING – Executive Assistant

OMS work in partnership with healthcare professionals, CCAC's and other healthcare agencies to provide seamless healthcare solutions to their clients. OMS also provides our business partners with healthcare related resources and support services. For more information about our company please go to http://www.oms.ca/

Our commitment to you:

  • Providing a safe, secure and supportive environment
  • Strategies that stimulate job satisfaction, professional growth and development
  • Work schedules that allow for a healthy and fulfilling work-life balance
  • Providing the tools, training and resources necessary to achieve success
  • Continuous improvement, innovation and investment in technology
  • Sustaining and strengthening partnerships with the entire health care team

Job Title: Executive Assistant

Location: OMS Algoma – Ottawa, ON

Reports to: Senior Vice President / General Manager, Homecare

No. of Positions: 1

Type: Full-Time, Permanent

Salary: Salaried, commensurate with experience

Benefits: Yes, Comprehensive benefits package including health and dental insurance, disability & life insurance as well as opportunity to participate in a group registered savings plans

Key Responsibilities

The purpose of this role is to provide administrative support to the Home Care Management team (“HCM”), and to help them carry out their business and operational activities more effectively and efficiently.

  • Scheduling: Manages Management team’s schedules by planning and fixing meetings, conferences, and teleconferences.
  • Expense management: Reconciles monthly expenditures of HCM and helps maintain budget.
  • Travel management: manages travel plans and makes necessary arrangements.
  • Writing and communication: Helps HCM with communication drafts, research and documentation, and filing.
  • Information depository: Maintain records of all relevant business correspondence, shared documents, reports, and other materials required for decision making and collaboration.
  • Coordinate and manage Company level events with external stakeholders
  • Develops and maintains schedule, agenda, minutes of HCM meetings and helps follow up on action plans.
  • Prepares necessary documentation for HCM to attend MPGL Executive Management / Board meetings.
  • Act as the main point of contact for building maintenance (cleaning, repairs, snow removal, requests for renovation and upgradations…)
  • Act as the main point of contact for employee business cards, FOBs, Gas Card, ETR transponders, and office supplies (Stationery, non-IT equipment)
  • Document management: ensure that office document inventory is efficiently managed.
  • Coordinates between departments to draft, review, edit and finalize agreements/contracts, correspondence, communications, presentations, Request for Proposal (RFP) and other required documentation and projects to support the business.
  • Organize employee events as mandated by HCM / HR
  • Support with employee communication draft and posting.

Qualifications

  • Minimum 5 years of experience supporting Executive / Management teams
  • University / college degree: Business degree would be an asset
  • Other certifications an asset: Ontario College Diploma (Office Administration/Legal/ Executive Specializations)
  • Knowledge of advanced Microsoft Office (MS) office applications, including Word, Excel and Outlook.
  • Knowledge of Adobe Software products.
  • A high degree of initiative, organizational and time management skills and ability to multitask in a busy environment under tight time constraints and deadlines.
  • Comfortable working autonomously and across multiple tasks and reporting into different project working teams and staff members.
  • Excellent verbal and written communication, customer service, reporting, and presentation skills.
  • Knowledge of corporate and administrative policies and procedures.
  • Ability to remain organized and prioritize workloads
  • Ability to communicate effectively with internal/external contacts, both orally and in writing
  • Exceptional judgement and discretion in handling complex and highly confidential information.
  • Excellent social skills, able to operate with diplomacy, tact and empathy.

While we thank you for your interest, only select applicants will be contacted regarding the position. Please cite Job Posting #56-2797 and submit your resume and cover letter in confidence to:

Human Resources
recruitment@medicalpharmacies.com

Medical Pharmacies Group Limited is an inclusive and equal opportunity employer committed to providing diversity and accommodations for applicants upon request at any stage of the recruitment process in accordance with the Accessibility for Ontarians with Disabilities Act (AODA) and the Ontario Human Rights Code. All applicants must make their requirements known when contacted.

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