Executive Asisstant to the CEO

Carefor Health & Community Services
Location: Pembroke, Ontario
Posted: July 10th 2024
Carefor is a not-for-profit with over a century of providing home and community care support to some of Eastern Ontario’s most vulnerable people. We are the region’s largest home healthcare and community services agency with over 1,400 staff.

We are recruiting for an Executive Assistant to the Chief Executive Officer (CEO). This is a full-time position.

The Executive Assistant provides a comprehensive range of administrative and support services for the CEO and Carefor’s Board of Directors. Often acting as a representative of the CEO and of the organization, the Executive Assistant portrays a positive and professional image of Carefor. The Executive Assistant has a solid understanding of the business and the importance of the interconnecting relationships between people, projects and overall operations and liaises with all levels of internal and external stakeholders.

Supports the CEO:

  • Organizes and maintains a daily schedule of appointments, meetings and events.
  • Responds to internal and external correspondence, regularly monitoring the CEOs inbox.
  • Sets up and maintains filing systems for the CEO’s office.
  • Arranges registration and travel arrangements.
  • Maintains and processes reports and documents that require the approval of the CEO.
  • Maintains a positive rapport with members of the senior management team and board members.
  • Assists with research, coordination of information, preparation of reports, contracts, request for proposal submissions and communications.
  • Prepares responses to surveys including data collection, preparing executive summaries and reports.

Supports the Board of Directors:

  • Serves as coordinator to the board including scheduling meetings, attending meetings and taking meeting minutes
  • Drafts, prepares, and distributes agendas, correspondence, minutes, communications, and documentation for board
  • Assists with the recruitment and orientation of Board members
  • Maintains content on and administers access to the board of directors secure website
  • Arranges registration and travel for board members as required.

Corporate Records:

  • Serves as the point of contact and control for the development and maintenance of all corporate policies and procedures
  • Prepares, formats, drafts, edits, proofs, and finalizes official corporate documents
  • Maintains the use of the corporate seal and other official documents such as annual reports, audited financial statements, etc. in a confidential manner
  • Post-secondary education in business administration, office administration or a related field; an acceptable combination of education and experience may be considered
  • A minimum of five years of experience in a senior administrative support role with demonstrated progression of responsibilities
  • Experience supporting a board of directors
  • Previous experience working in the healthcare sector and/or not-for-profit organizations
  • Thorough knowledge of Microsoft 365, Outlook and Teams and intranet technology
  • Proficient in general office procedures and the use of office equipment
  • Highly developed organization and planning skills.
  • Advanced records management and minute-taking skills
  • Strong English writing skills
  • Ability to develop and edit meeting minutes, compose correspondence and other reports
  • Exercises sound judgment, tact, diplomacy, and confidentiality in establishing and maintaining positive communications with stakeholders
  • Ability to take initiative and work independently
  • Flexibility to adapt to changing priorities
  • Strong attention to detail
  • The ability to multi-task and meet tight deadlines
  • Ability to provide coaching and oversight to corporate executive assistants with previous experience providing oversight to others being considered an asset
  • Bilingual skills (French and English) are an asset
Additional Information
What we offer you:

  • Carefor is proud to be a Healthcare of Ontario Pension Plan (HOOPP) employer, HOOPP is one of the best pension plans in North America
  • Competitive wages, ($53,566.50-$70,297.50 annually)
  • Excellent health and dental benefits
  • Education and training opportunities
  • Employee and family assistance program
  • Wellness program

Carefor values equity, diversity and inclusion in all its forms and recruits qualified individuals at all occupational levels that reflect the diversity of our clients and our community. We are committed to providing inclusive, barrier-free recruitment and selection processes and a work environment that supports our diverse workforce. If you require accommodations at any stage of the recruitment process, please let your recruiter know when contacted. All requests for accommodation will be considered in a fair and objective manner that will ensure applicants are treated with respect and dignity.

Carefor will only provide employment to those who can provide proof of being fully vaccinated against COVID-19, unless subject to a human rights exemption.

Contact Information
Kristyn Armolavicius, Talent Acquisitions Advisor
Carefor Health & Community Services
Pembroke, Ontario

Email: talentacquisition@carefor.ca
Website: www.carefor.ca

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