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Executive Assistant

3 months ago

Toronto, Ontario, Canada Heart & Stroke Full time

Who we are
At Heart & Stroke our mission is to promote health, save lives and enhance recovery.

We are committed to a culture that exemplifies our core values:

champion health, practice humility, embrace change, drive impact, learn and grow and be heartfelt as we work together to beat heart disease and stroke.


To learn more about our mission, values, commitment to EDI, and the difference Heart & Stroke makes in the lives of people in Canada at every age, please visit our website.


The opportunity
We are looking for an experienced, professional and polished Executive Assistant. Someone who has an obsession for details, great communication skills and is always thinking one step ahead.


This role provides senior-level administrative support and coordinates communication and information requests for the Executive Vice President (EVP), Fundraising & Marketing and the Vice President, Marketing Strategy, Digital & Communications.

Additional administrative support and coordination may also be provided to the rest of the leadership team.


Working with the EVP, the individual will establish administrative systems and processes, coordinate with respective leads, and help ensure the team meets its objectives and delivers on its strategic objectives.


The Executive Assistant exercises initiative and independent judgment in managing the EVP and VP's schedule and daily activities and therefore must be highly organized.

The EA uses discretion in the dissemination of information to team members, colleagues and external stakeholders. Flexibility, good judgment, tact and diplomacy are essential, as well as an unflinching commitment to confidentiality.

(Occasionally the role is expected to travel to the Toronto office; when doing so any travel expenses incurred are not eligible for reimbursement.)

How you will make an impact every day
Administrative Support

  • Provide seniorlevel administrative and confidential / discrete support to the EVP and VP including calendar management, coordination of meetings, preparing meeting materials, travel arrangements and other administrative tasks
  • Provide occasional administrative support to department senior leadership team
  • Support the EVP to navigate, facilitate and coordinate the development of key deliverables and review of materials for his/ her full portfolio (e.g., committees, planning, etc.)
  • Support the planning and coordinating of administrative procedures and systems and devise ways to streamline processes.
  • Manage electronic filing system, creating files and records as necessary using professional judgment and knowledge of office requirements, updating files and records, determining retention and purging, and retrieving files and documents as needed.
  • On behalf of the EVP, monitor leave requests from reporting staff and track team vacations.
  • Process, record and track expenses and other contractual documents requiring approval for which the EVP and team is accountable
  • Coordinate, manage and arrange travel arrangements for EVP and VP.
  • Reconcile expenses and Visa statements for EVP and VP in a timely manner.
  • Process purchase orders, supply orders, administrative claims and invoices for the EVP and VP.
  • Provide inperson or virtual meeting, and videoconference, support
  • Coordinate with other staff to plan, organize and coordinate meetings and interdepartmental projects as required
  • Provide vacation coverage for other Executive Assistants as needed
  • Handle designated administrative projects for the EVP or VP and keep project lead apprised of the progress and outcomes of such projects as required
Internal and External Relationship Management

  • Act as first contact for EVP by providing appropriate direction to requests while ensuring efficiencies in scheduling, and by responding with judgement, discretion and diplomacy
  • Organize departmental and leadership meetings, coordinating agendas and materials with the EVP and VP and reach out to colleagues to ensure materials/requirements are met in desired timeframe.
  • Liaise with other teams and volunteers as an ambassador of the office of the EVP
  • Determine appropriate course of action, referral and or/ respond to inquiry calls or queries from internal and external stakeholders (e.g., employees, donors, senior volunteers, board members, vendors, organizations, etc.) ensuring that all such correspondence is handled professionally and in a timely manner
  • Anticipate and support internal meetings, external meetings, including timely scheduling, pre
- and post-documentation.

  • Collaboratively provide assistance to other departments as appointed on a project basis

Who we need
Experience

  • 35 years relevant administration experience and coordination of similar activities for an executive office
  • Proven project coordination and/or management experience across a whole department/function
  • Experience supporting confidential and seniorlevel decisionmaking, demonstrating discretion
Education

  • Po