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Executive Secretary

Closing Date:
Open until position filled
Job Summary:

Waterloo Wellington Community Care Access Centre

Notice of Administrative Job Vacancy


Date of Posting:       August 12, 2014Posting:             14/A/11
Closing Date:            August 18, 2014Union:                Non-Union
Position:                    Executive Assistant               FTE:               1.0 – Temporary Full-time for up to a year
Initial Assignment:   141 Weber St, Waterloo ON, Regular Day Shift, Partnership and Performance


General Accountability

The Executive Assistant is committed to providing outstanding care – every person – every day.  This role will exhibit the following values: Person-Centred, Accountable, Collaborative, Respectful, and Innovative. 

Reporting to a Senior Director, this position provides executive level administrative support to the Senior Director(s) and/or other managers of the designated department.


Nature & Scope


  • Manages calendar of Senior Director (and/or other designated managers) by scheduling meetings, making adjustments as necessary based on changing needs and priorities
  • Developing, maintaining and keeping current division's databases
  • Compiling, creating, modifying and generating financial and statistical reports
  • Books boardrooms, office equipment, catering service as needed and organizes materials and supplies for meetings and conferences
  • Records and transcribes minutes of meetings
  • Receives, reviews and prioritizes incoming mail and email, referring materials to business units for action as appropriate and following up on outstanding items
  • Identifies and discusses non-routine items with Senior Director to discuss action required and relays instructions to appropriate area
  • Identifies contentious issues which arise, ensuring Senior Director is  informed
  • Produces from rough notes or instructions a variety of materials including presentations, reports, minutes of meetings, invitations, and correspondence
  • Gathers background information to respond to enquiries from internal and external sources including clients
  • Makes travel and accommodation arrangements, and prepares travel expense claims
  • Receives visitors and phone calls from a variety of internal and external sources, handling routine matters on own initiative and referring others to Senior Director or appropriate business area
  • Establishes and maintains appropriate departmental files (electronic and paper) 
  • Liaises with other Executive Assistants, Administrative Assistants and CEO's office as necessary to resolve administrative problems and ensure the smooth running of the department
  • Facilitates authorized payment of various expenditures for division using corporate credit card
  • Administers confidential information for the division, including highly sensitive personnel, political and/or labour relations information









  • Successful completion of grade 12, plus an additional business program of two years in duration. (eg. business administration, business diploma, etc.) or equivalent combination of education and experience
  • Two to three years of relevant administrative office experience 
  • Good understanding of executive administrative processes and procedures
  • Advanced key-boarding skills and proven proficiency with a variety of software programs in the Microsoft Office Suite (particularly Excel and Access) and other data management software
  • Ability to prepare routine material from general instructions and take minutes of meetings
  • General understanding of CCAC business objectives and priorities
  • Good knowledge of divisional objectives and priorities
  • Good knowledge of CCAC administrative practices and procedures
  • Relays information and instructions from the Senior Director to appropriate divisional managers for action
  • Able to communicate effectively in both verbal and written formats with a high level of accuracy and attention to detail
  • Uses tact and discretion 
  • Ability to handle sensitive and confidential information in a discreet and professional manner when discussing issues with other CCAC divisional staff or external clients
  • Interacts regularly with internal CCAC staff at all levels and with representatives from external community organizations and clients, other CCAC's, the LHIN and OACCAC
  • Collaborates with other administrative staff to resolve problems and suggest changes to current practices and procedures


If you are interested in this position, please submit a cover letter, along with a detailed resume, outlining how your skills, qualifications and experience meet the position requirements, quoting posting #14/A/11 before 4:30 p.m. on August 18, 2014 to Human Resources (e-mail: We thank all applicants in advance; however, we will be communicating only with those selected for an interview.



About the CCAC

Community Care Access Centres (CCACs) connect people across Ontario with quality in‐home and community‐based health care. CCACs provide information, access to qualified care providers and community‐based services to help people come home from hospital or live independently at home.