Carefor Health & Community Services - Executive Assistant

About us:

Carefor is Eastern Ontario's largest home care and community support services not-for-profit with over 1,400 employees operating in Eastern Counties, Ottawa, and Pembroke-Renfrew County.
The founding chapter of the Victorian Order of Nurses, Carefor has been helping seniors and people living with disabilities in Eastern Ontario live with choice and dignity since 1897.
Please visit our website for more information.

At Carefor, we know our work matters, and we're proud of the impact we have in people's lives.
For our staff, we are proud to help them be the best they can be both now and into the future.
Our staff love working in the community because they can see a real impact in the lives of their clients and their families.
See more about working with Carefor.

We are driven to help our staff learn, develop and be the best they can be both now and into the future.
Through comprehensive onboarding and continual training, you are continuously improving your professional practice with Carefor; and with the HOOPP pension plan, great benefits and a flexible schedule we're looking out for you and your family.

The Opportunity:

The Executive Assistant (EA) provides a range of administrative and support services to member(s) of Carefor's Senior Management Team.
The EA is often the first point of contact in coordinating meetings, following up on actions, preparing documents, presentations, and reports, and supporting committees of the Board of Directors.

Key Duties and Responsibilities:

Supports member(s) of the Senior Leadership Team by:

• Organizes and maintains internal and external schedules, meetings and events
• Provides office/site administration support as a key point of contact within the office setting
• Responds to internal and external correspondence as appropriate
• Responds to telephone and e-mail inquiries and redirect as appropriate
• Sets up and maintains filing systems
• Maintains and processes attendance reports, requisitions, documents, contracts and other materials that require signoff of the Senior Leadership Team
• Maintains positive rapport with senior management and board members for the effective and efficient coordination, delegation and timely distribution/collection and flow of information and reports required by the Senior Leadership Team
• Assists member(s) of the Senior Leadership Team with research, collation of information, preparation of reports/contracts/RFP submissions and communication.
• Assists member(s) of the Senior Leadership Team in preparation of response to inquiries for legal matters, investigations, and release of confidential information with regard to FIPPA and other regulations.
• Prepares responses to surveys including data collection, preparing executive summaries and reports.
• Provides other administrative duties as required by the member(s) of the Senior Management Team
• Arranges registration, hotel accommodations and travel arrangements

Supports the Board of Directors by:

• Serves as coordinator to assigned Board committees including, scheduling meetings, attending and taking meeting minutes
• Drafts, prepares and distributes agendas, correspondence, minutes, communications and documentation
• Maintains records of minutes and documentation for assigned Board committee meetings
• Arranges registration at meetings, hotel accommodation and travel for Board committee members as required
• Health and Safety Accountability (consistent with all non-supervisory positions):
  
• Functions and reports in compliance with the Occupational Health and Safety legislation, regulations, and Carefor policies and procedures.
• Participates in health and safety training including WHMIS and applies this knowledge in the workplace.
• Wears or uses any/all protective equipment or clothing provided by Carefor and does not interfere with protective devices so as to change or negate their functions.
• Reports the absence of or defect in any equipment or protective device of which he/she is aware and which may endanger him/herself or another worker.
• Reports any violations of the Health and Safety Act or the regulations, or the existence of any hazard.
• Ensures all workplace incidents are reported in a timely manner in accordance with legislation, and Carefor policies and procedures for workplace injuries and incidents (e.g.
  WSIB injuries, infection control).

What you bring to the role:

• Post-secondary education in Business Administration, Office Administration or similar field, or an acceptable combination of education and experience may be considered
• 3 to 5 years' experience as an executive assistant or in office administration setting
• 1-2 years' experience in providing support to senior management
• Proficiency with using Microsoft Office (Word, Excel, Outlook, PowerPoint), Adobe Pro and general office equipment
• Experience in coordinating meetings and events, minute taking and compiling reports
• Administration experience within the health sector and/or not-for-profit organization is considered an asset
• Highly developed organization and planning skills
• Advanced records management and minute-taking skills
• Strong English writing skills with the ability to interpret information, write meeting minutes, compose correspondence and other reports and documents as required.
  Bilingual skills are an asset/preferred.
• Exercises sound judgment, tact, diplomacy and confidentiality in establishing and maintaining positive communications with internal and external stakeholders.
• Thorough knowledge of general office and business procedures and proficient in the use of office equipment and technology including intranet and Microsoft Office products and the ability to adapt to changing technology.
• Ability to take initiative and work independently
• Ability to evaluate situations and use policies and procedures as guidelines
• Ability to work in a fast-paced environment, prioritize, multi-task & meet deadlines

What we offer you:

• Competitive Salary
• Pension Plan with the Healthcare of Ontario Pension Plan (HOOPP)
• Health and Dental Benefits
• Employee and Family Assistance Program
• Professional Development Opportunities
• Work-Life Balance

Carefor is committed to providing an inclusive, barrier-free recruitment and selection process.
Please let us know in your application if you require accommodations at any stage of the recruitment process.
All requests for accommodation will be considered in a fair and objective manner that will ensure applicants are treated with respect and dignity.