North Simcoe Muskoka Community Care Access Centre (NSM CCAC) is one of 14 CCAC's across Ontario, providing a single point of access to health and personal support serviced to help people live independently in their homes or to facilitate their transition into a Long-Term Care home. The CCAC plans, coordinates and ensures the delivery of a full-range of in-home and community-based services to support clients and their caregivers. The CCAC also provides clients with information and connects clients to alternate sources of care in the community.
The Executive Assistant will provide administrative support to the Vice President, Client Services (VP), by organizing, coordinating and expediting the flow of work. The Executive Assistant will be required to work effectively and collaboratively with management, external stakeholders and in a team setting.
DUTIES AND RESPONSIBILITIES
- Produces from rough notes or instructions a, variety of materials including presentations, reports, forms, minutes of meetings, invitations, and correspondence.
- Develops presentations using a variety of applications and communication mediums, including PowerPoint, Excel, databases and overheads.
- Processes and prioritizes in-coming mail, ensuring confidentiality is maintained, when dealing with service provider, client or other information.
- Arranges meetings, conferences and training sessions, which may include booking and setting up facilities, equipment and services, and ordering refreshments.
- Schedules and arranges OTN meetings as required.
- Acts as a liaison with other teams by relaying instructions and information and following commitments through to completion.
- Interacts and communicates with a strong degree of judgment and discretion.
- Manages the calendar(s) of Vice Management (and/or other designated managers) by scheduling appointments and meetings, based on knowledge of the VP's responsibilities and issues of importance.
- Researches, develops and draft letters, memos, reports and presentations utilizing a variety of methods (Excel, PowerPoint, Word) on behalf of the VP.
- Generates charts and graphs for routine reporting (frequently for inclusion in reports and presentations).
- Researches, locates and assembles information for reports, meetings and conferences.
- Makes travel and accommodation arrangements.
- Researches, develops and draft letters, memos or reports on behalf of the VP.
- Manages and monitors a variety of information impacting the VP's responsibilities.
- Establishes and maintains paper and electronic files and records for the VP.
- Prepares for and attends and records minutes of meetings as requested by the VP including the preparation and distribution of agendas, minutes and other meeting materials.
- Identifies and discusses non-routine items with VP to discuss action required and relays instructions to appropriate area.
- Identifies contentious issues which arise, ensuring VP is informed.
- Gathers background information to respond to enquiries from internal and external sources including clients.
- Acts as a liaison for visitors and staff on behalf of the VP.
- Receives phone calls from a variety of internal and external sources, handling routine matters on own initiative and referring others to VP or appropriate business area. May use a decision template as well to handle items of intermediate complexity
- Liaises with other Executive Assistants and the Chief Executive Officer's office as necessary to resolve administrative problems and ensure the smooth running of the department. Provides back-up support as required.
- Provides administrative support to the work of the various teams as requested by the VP.
- Undertakes special projects as assigned by the VP.
- Creates and maintains an efficient filing system in accordance with the needs of the department.
- Acts as a resource to clerical staff by sharing skills and knowledge with others as requested.
- Updates and maintains SharePoint.
- Other duties as assigned.
- Completion of a post-secondary office administration/administrative assistant diploma or equivalent education is required.
- A minimum of 5 years progressive administrative experience, preferably at the management level.
- Knowledge of Microsoft Access an asset.
- Thorough knowledge of general office procedures including effective filing systems, and familiarity using a variety of office equipment.
- Excellent understanding of privacy and confidentiality.
- Excellent organizational skills.
- Effective oral and written communication skills with a sound knowledge of the English language, spelling, punctuation and grammar.
- Effective communication with internal and external stakeholders which includes respecting and valuing others, active listening and facilitating healthy relationships
- Accurately records meeting minutes.
- Organizes daily workload in the presence of frequent interruptions.
- Extremely accurate keyboarding skills with a minimum 45 wpm; knowledge of complex, executive level document preparation including proof reading for accuracy.
- Demonstrated team cooperation and collaboration.
- Demonstrated problem solving skills.
- Ability to work independently in delegated roles.
- Excellent customer relation skills.
- Proficiency in French, written and verbal will be considered an asset.
HOW TO APPLY
We encourage applicants to apply by submitting a cover letter, indicating vacancy number 15-14, along with a detailed resume, outlining how your skills, qualifications and experience meet the position requirements by Friday, May 29, 2015 to: firstname.lastname@example.org. Expected start date will be August 4, 2015.
We thank all applicants for applying, however, only those selected for an interview will be contacted.
A Criminal Record Check will be required at the time of hire.
NSM CCAC is governed by the requirements of the French Language Services Act and therefore encourages applications from French speaking candidates.
NSM CCAC is committed to accommodating people with disabilities as part of our hiring process. If you have special requirements please advise Human Resources during the recruitment process.