Executive Assistant

2 weeks ago

Toronto, Ontario, Canada Baycrest Full time
Baycrest has an opportunity for an

EXECUTIVE ASSISTANT

FULL TIME

Position Type:

Permanent Full-time**:

Bi-Weekly Hours: 70 Hours**:

Hours of Work:7 hrs/shift

Posting Number: 7781**:

Union:
Non-Union

Date Posted:
April 23, 2024

Role:

Hybrid**:

  • Baycrest is a global leader in aging and brain health through research, innovation, care and education, working to defeat dementia and create a world where every older adult enjoys a life of purpose, inspiration and fulfilment.
  • The Executive Assistant will support the Chief, Financial and Operation Officer, Chief, Events and Sponsorship, as well as Director, Marketing.

Responsibilities include but are not limited to:

  • Proactively manages and maintains complex electronic calendar and schedule for the Chief Financial and Operation Officer, Chief Events and Sponsorship, Director Marketing based on their business priorities and projects. Proactively prepares meeting materials, and arranges for catering, room (virtual and real) and equipment bookings as needed.
  • Provides support to divisional, corporate and Board level committees including meeting coordination, minutes and preparation and the distribution of materials and agendas.
  • Provides support to divisional management meetings, including organizing agenda, assigning action items and monitoring action resolution.
  • Develops and maintains highlyorganized electronic and paper filing systems that permit easy reference and rapid retrieval of information and records
  • Drafts, edits and distributes complex correspondence.
  • Ensures payroll timesheets are accurately completed and submitted in a timely manner.
  • Registers and organizes travel arrangements and accommodation for the Chief Financial and Operation Officer, Chief Events and Sponsorship and Director Marketing when attending conferences, seminars and retreats.
  • Performs functions that support effective and efficient departmental operations

Qualifications include but are not limited to:

  • Five (5) years' experience providing executive support to C-Level Executives, Boards and Committees
  • Postsecondary education in a related discipline or the equivalent combination of education and work experience
  • Previous experience in a nonprofit organization, particularly a complex health care facility (Long-Term Care facility or other health care facility) is an asset
  • Excellent computer and keyboarding skills including proficiency in Microsoft Office, including Word, Outlook, Excel, PowerPoint and Publisher
  • Superior verbal and written communication skills
  • Excellent time management skills and the ability to prioritize workload and work within a fastpaced, deadline driven environment
  • Demonstrated ability to use tact and diplomacy in dealing with sensitive and confidential matters
  • High level of accuracy and attention to detail
  • Ability to work effectively under pressure with multiple changing priorities
  • Please note that Baycrest has implemented mandatory vaccination for all employees. It is a condition of employment that new employees provide proof that they are fully vaccinated against COVID19 prior to the start date of employment. This means that all new employees must have received all required doses of a COVID19 vaccine approved by Health Canada at least 14 days prior to their start date. In addition, it is a condition of employment that all new hires obtain and submit proof of all booster vaccines as approved and recommended by Health Canada._
  • Applicants who have appropriate written proof of a medical reason, or a reason pursuant to the Ontario Human Rights Code, for not being fully vaccinated against COVID19 may provide such documentation to the Human Resources department. Such situations will be considered on a casebycase basis._
  • Remarkable people of Baycrest Health Sciences
- are changing the future of brain health and aging.
Thank you for your interest in joining Baycrest. Only those selected for an interview will be contacted.

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