Executive Assistant - Jobs in Ottawa, ON

Job Description

The Executive Assistant provides senior administrative support to the Executive Director and Director of Corporate Services; provides executive support to Board of Directors and its committees, and coordinates events and projects at a corporate level.Administrative ActivitiesProvides senior administrative support to the Executive Director (ED) and Director of Corporate Services, including:Composing correspondence such as cover letters, memos, and other relevant material for internal and/or external distribution.Books meetings, arranges meeting logistics, and provides meeting support as required (e.g., arranging refreshments, setting up the room, cleaning up after meetings).Manages the ED’s calendar, including exercising discretion in making adjustments based on time-sensitive responsibilities and other priorities.Approves routine expenditures within the approved budget; orders supplies and equipment as required within budget guidelines.On behalf of the ED, manages data and information gathering (from managers and Data Management Coordinator) and prepares quarterly, semi-annual, and annual M-SAA reports for approval by the Board and submission to the LHIN.Prepares quality improvement reports, the client survey and other centre-wide reports for approval by the Board and submission as required to Health Quality Ontario and funders.Prepares quarterly reports related to the Strategic Plan for review by Board committee(s) and the full Board.Participates in Board policy development and by-law reviews by providing operational perspectives related to proposed suggestions and changes.Provides occasional coverage for main reception upon request and as needed.Provides executive support to the Board of Directors, including secretarial and clerical support, processing correspondence, telephone support, filing, scheduling, and support of board and committee meetings:Coordinates Board and committee meetings: prepares and distributes agendas and other meeting materials; arranges room logistics, set up, refreshments, and clean-up; takes and distributes minutes; tracks items for future meetings; ensures evaluation tools are dispatches according to the arranged schedules.)On behalf of the ED and/or the Board and when directed, liases with the offices of politicians at all levels of government, and with the offices of partner programs.Under the direction of the ED and the Board Chair leads the implementation of Board initiatives, such as by-law reviews, policy development and governance-related activities by providing operational perspectives related to proposed suggestions and changes.Coordinates all aspects of the Annual General Meeting (AGM) (advertising, membership renewals, refreshments, materials for distribution, set-up and logistics, gifts and awards, record keeping) within the approved budget.Coordinates meetings of the Senior Leadership Team and other management team meetings. Compiles agendas, ensures items are brought forward as required, records, transcribes and distributes minutes, assists with preparing documents for initiatives as assigned.Works with the Coordinator of Volunteers and Communications on Board-led advertising.Serves as administrative lead in the accreditation process.Assists with special projects, such as capital projects, upon request.Supervisory duties may be assigned at a later time.Phone SystemAct as the super-user and coordinator for the Centre’s telephone system, including providing training and support to team administrative staff to ensure that the “message tree” and call routing is current and accurate.Provides support as necessary to program Administrative Assistants to ensure timely set-up and activation for new users.Provide training and support as necessary to Administrative Assistants.Work with users to troubleshoot system problems and submit repair tickets, as necessary.Act as liaison and first point of contact for the telephone system provider (currently Bell Canada) for non-financial matters.French Language Services (FLS)Manages and monitors compliance with the Centre’s obligations as a designated agency under the French Language Services Act of Ontario (FLSA); and any required changes are brought to the Senior Leadership Team for consideration and action in a timely manner.Ensures policies and procedures, including human resources plan is up-to-date and congruent with the requirements as prescribed by the legislation.Ensures that the Centre’s FLS status is reviewed by the appropriate committee and the Board annually and that reporting to the funder is completed, as required.AccessibilityManages and monitors compliance with the Centre’s obligations under the Accessibility for Ontarians with Disabilities Act (AODA); and any required changes are brought to the Senior Leadership Team for consideration and action in a timely manner.Ensures that the Centre meets all training requirements, as prescribed by the legislation and as necessary to inform staff of changes to the Act or Centre policies.Ensures policies and procedures, including human resources and accommodations policies are up-to-date and congruent with the requirements as prescribed by the legislation.Ensures that the Centre’s AODA status is reviewed by the appropriate committee and the Board annually and that reporting to the funder is completed, as required.EducationSecondary school diploma.Post-secondary school diploma or degree in office or business administration.Additional training in computer software applications and relevant administrative skills.Professional ExperienceThree to five years’ full-time senior administrative experience with progressive responsibility; preferably in a health setting.Experience providing administrative support services including: drafting correspondence, managing information systems (filing, records), procurement of office supplies and equipment; coordinating meetings and events; and executive support services: recording, transcribing and maintaining minutes.Experience in a non-profit, community-based organization.Key CompetenciesExcellent interpersonal and communication skills, oral and written, in English.Excellent telephone communication skills using a multi-line telephone system.Knowledge of and proficiency in general office procedures and practices.Exceptional organizational and time management skills in a fast-paced environment.Ability to exercise a high level of tact, discretion and confidentiality in all aspects of the work.Demonstrated ability to multi-task, prioritize, to be flexible, and to meet deadlines.Demonstrated ability to work independently and with minimal supervision is essentialDemonstrated ability to model “client-centred” service delivery.Demonstrated ability to work in a diverse, multi-cultural, multi-disciplinary team environment.Demonstrated proficiency in the use of computers and various software applications, including all Microsoft Office programs, and database, publishing, and spreadsheet software.Demonstrated experience working with a variety of web-based applications.Linguistic ProfileThis position falls within Carlington CHC’s designation under the French Language Services Act of Ontario.Fluency in English is required.Fluency in French is required at Level (Advanced) for oral expression/comprehension and Level (Advanced) for written expression.Fluency in another language relevant to our client population is an asset.Personal SuitabilitySensitivity to the needs of marginalized and diverse clientele.Commitment to health promotion concepts, strategies, and philosophy.Commitment to community-based health care and social services, and strength-based philosophy and practices.OtherAvailability to work one regular evening per week and additional evenings and occasional weekends if required by Board and Executive Director duties.Flexiblity to work rotating days and evening shifts as required.