The Executive Assistant supports the CEO and Board of Directors by providing effective and quality administrative support, meeting planning/coordination and ensuring the smooth operation of the executive office. The candidate will have experience working with a Board and a strong understanding of governance practices and principles. In addition, the candidate will have initiative and self-managing skills to be able to work independently with very little direction and capable of handling and prioritizing multiple tasks while ensuring professionalism, confidentiality, diplomacy and tact.
DUTIES AND RESPONSIBILITIES
Provides executive assistance to the Chief Executive Officer
- Prioritizes and manages the Chief Executive Officer's calendar, setting up meetings on his/her behalf and resolving scheduling conflicts
- Receives notification from a variety of sources about issues which arise, informs the Chief Executive Officer of matters which require his/her immediate attention, or refers the matter to the appropriate area for resolution
- When Chief Executive Officer is away from the office, reviews all incoming material, determines disposition, and liaises with Senior Directors/Directors/Managers in the preparation of timely responses or action
- Organizes all relevant briefing material and background documents for meetings or action required by the Chief Executive Officer. Maintains a bring forward system
- Coordinates meetings (reserves rooms/setup/equipment/catering)
- Sends notice of meetings/Calendar Management meeting request
- Prepares and distributes agenda
- Acts as recording secretary at executive and management committee meetings. Prepares draft minutes for review of the Chair within 24 hours of meeting.
- Distributes minutes to attendees and maintains file of final minutes. Follows-up on actions identified during meetings.
- Prepares/composes correspondence
- Manages a filing system (soft and hard copy) in support of the Chief Executive Officer office (retrieval, filing, creating new files and archiving old files)
- Makes arrangements for travel, accommodation, seminars, meetings, and catering services
- Receives and follows-up with complaints from clients
- Works with confidential and sensitive documents
Provides executive assistance to the CCAC Board of Directors
- Works directly with the Board and is the first point of contact for the Board, fielding and distribution of communication through various methods (mail, e-mail, telephone, fax)
- In consultation with the Chief Executive Officer and Board Chair, handles incoming correspondence, redirecting documents for information or action by appropriate Senior Directors/Directors/Managers
- Coordinates meetings for the Board Chair and/or its members with other organizations such as the LHIN
- Makes arrangements for Board Director travel, accommodation, seminars, and meetings
- Manages Governance Policies and Procedures and By-law on Policy & Procedure Management Software. Brings forward to the Board for annual review and revision.
- Maintains Board and Committee Annual Work Plans and Terms of Reference
- Coordinates the Board of Directors meetings and Board Committee meetings, compiling agenda and reference materials required
- Coordinates Annual General Meeting and Annual Board Retreat
- Distributes meeting notice and Board Agenda package according to By-law
- Acts as recording secretary at Board meetings, Board Committees and sub-committees
- Maintains file of original signed minutes (reviewed by Auditors on annual basis)
- Follows up on actions required as a result of decisions made by the Board and its committees, and ensures deadlines are met
- Maintains Board Member Portal and Board Resources
- Maintains current list of Board of Directors (terms of office for members and officers, committee memberships, contact information)
- Assists with Board Recruitment and Orientation processes
Performs General Administrative Duties
- Responds to or coordinates responses to requests for information from outside parties
- Prepares documents (e.g. correspondence, reports, presentations, agendas, minutes) using a variety of software including presentation, word processing and spreadsheet
- Coordinates special events
- Provides coverage/back-up to members of the EA Team
- Acts as resource to others sharing skills and knowledge
- Supports client safety culture by ensuring work completed recognizes the safety of the client(s).
- Applies sound risk management with the scope of duties and responsibilities; and
- Reports risk with causes, impacts or mitigations beyond scope of responsibility or available resources to manager.
- Other duties as assigned
- Completion of a post-secondary office administration/administrative assistant diploma or equivalent education is required
- 5-7 years' experience in a senior administrative role working with executives and Board of Directors required
- Strong understanding of governance practices and principles
- In-depth knowledge of administrative procedures, processes and standards
- Excellent understanding of privacy and confidentiality
- Knowledge of government cyclical planning, review and reporting requirements
- General understanding of issues and priorities within the healthcare sector
- Strong communication and interpersonal skills to interact with a wide range of individuals both internal and external stakeholders which includes respecting and valuing others, active listening and facilitating healthy relationships
- Excellent verbal and written communication skills, with the ability to communicate effectively at all levels of the organization
- Ability to handle sensitive and confidential information in a discreet and professional manner
- Strong initiative and self-managing skills to be able to work independently
- Excellent organization skills, time management skills, with the ability to manage changing priorities
- Energetic self-starter who is able to take initiative and has self-managing skills
- Decisiveness and good judgment required to effectively operate the executive office
- Advanced key-boarding skills and the ability to use a variety of software programs in the Microsoft Office Suite (word processing, calendar management, spread sheets, graphics, and presentations as well as Policy and Procedure Manager and SharePoint).
- Ability to use Teleconferencing and Videoconferencing Equipment, Communicator, and Live Meeting.
- Proven ability to integrate information from a variety of sources into effective briefing material, reports and summaries
- Demonstrated problem solving skills
- Excellent customer relation skills
- Demonstrated team cooperation and collaboration
- Proficiency in French is an asset
How to Apply
Interested applicants should apply by submitting a cover letter, including vacancy number 15-12 in the subject line, along with a detailed resume, outlining how your skills, qualifications and experience meet the position requirements, by Monday, June 29, 2015, to:
Please note: At time of hire, a Criminal Record Check will be required.
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.
NSM CCAC thanks all applicants who take the time to apply. However, only those invited for an interview will be contacted.