Company Operating Name: Scarborough Centre for Healthy Communities (SCHC)
Business Address: On-site work at 629 Markham Rd. Unit 2, Scarborough, ON, M1H 2A4
All other locations with full addresses where the employee will work: 2660 Eglinton Ave East; 3600 Kingston Road; 4100 Lawrence Ave E.; 4110 Lawrence Ave East; 4175 Lawrence Ave East; 4205 Lawrence Ave East; 520 Ellesmere Road; 1333 Neilson Road.
Title of the Position: Executive Assistant
Number of Positions Available: 1
Job Duties:
Administrative Duties include:
- Provide direct administrative and office management support to the CEO and members of the executive team, as directed.
- Maintain work schedules and calendars of the CEO and Board of Directors
- Coordinate logistics of executive team programs including coordination of meetings, seminars, workshops, special projects, and events.
- Review all documents, reports, and correspondence prepared for executive signatures for format, content, grammar, spelling and make edits as necessary.
- Attend Senior Leadership and Board of Director meetings and prepare minutes, action logs and ensure timely follow up.
- Prepare draft reports, background documentation and research.
Conduct research on behalf of the CEO, gathering information for reports or presentations.
- Prepare and review presentations.
Prepare confidential correspondence, materials and agendas that involve labour relations/human resources, financial information, or other confidential materials.
- Assist with human resources and labour relations activities and work closely with the CEO and human resources/finance on such matters as they arise.
- Receive and screen all inbound telephone calls, e-mails, and visitors for the executive office.
- Act as the lead for the administrative staff of the Senior Leadership Team, including troubleshooting and/or escalating office administration issues.
- Hold regular meetings with administrative staff to inform, share knowledge and provide related updates.
- Ensure organizational policies are updated and published accordingly.
- Review, evaluate, and distribute priority correspondence for CEO and Board President.
- Complete expense reports, process executive invoices, and other related duties.
- Ensures all requirements of the bylaws and process for the Annual General Membership meetings are met in a timely manner.
- Maintains organizational systems for Board of Directors, its committees and membership.
- Present a positive and professional image of the executive office to all clients, visitors, community, inquiries and other people.
- Prepare travel schedules, book travel arrangements, and make reservations for executive and Senior Leadership Team.
Communications Duties include:
- SCHC External Newsletter – attending meetings and taking minutes, pull together content for CEO’s review.
- SCHC Annual Report –Distribute electronically and hard copy (if applicable).
- Public Relations: Liaise with the CEO and Director of Communication and Development for media presentations, media releases and distribution to relevant stakeholders
Terms of Employment: Full Time 35 hrs/week
Seasonal Position: No
Language of Work: English
Wage: $36.13 per hour
Vacation: You will receive 1.67 paid vacation days per month, exclusive of statutory public holidays.
Benefits: You will be entitled to participate in all of SCHC’s benefit plans available to its employees including the HOOPP pension plan and subject to the terms of such benefit plans.
Location of Work: Scarborough, Ontario
Contact Information: Apply with a cover letter and resume to hrhealthycommunities@gmail.com
Educational and/or Professional Qualifications:
A Bachelor’s Degree in Business administration or a related field is required.
2-3 years of relevant experience
Skills and Attributes:
- Strong knowledge of office procedures and practices.
- Demonstrated understanding of the health system and/or not-for profit sector
- Keen attention to detail.
- Proven ability of minute-taking.
- Proficient with Microsoft Office Suite (Outlook, Word, Excel, Power Point, Access, SharePoint).
- Resourceful and flexible.
- Proven organizational and time management skills.
- Project Management Skills are an asset.
- Strong verbal and written communication skills.
Significant Working Conditions:
- Ability to work independently and as part of a team.
- Ability to take proactive initiative.
- Ability to cultivate a growth mindset.
- Ability to work in high stress environment.
- Ability to handle multiple demands and tasks effectively.
- Good problem solving skills with an ability to spot issues early and resolve them appropriately and efficiently.
- Strong organizational, interpersonal and communication skills.
- Flexibility of hours - evenings or weekend work is required.
- Manual dexterity required to operate computer and peripherals.
- Interacts with union and non-union employees, various management levels and the public at large.
- Environment can be noisy at times.
- There are no physical requirements regarding loading, lifting, or bending beyond those reasonably expected in an office setting.
- May be required to attend external meetings at other sites.
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