Executive Assistant

Baycrest Position: Executive Assistant (Full-Time Permanent, Day Shift, 70 bi-weekly hours, 7 hrs/shift) Position Summary The Executive Assistant provides executive-level support and partnering to the Vice President, Corporate Human Resources; Vice President, Finance and CFO; and Vice President, Digital Transformation, and senior members of their teams. Key Responsibilities Manage complex electronic calendars/schedules for the assigned Vice‑Presidents, including meeting organization, updates with direct reports, events, and logistics (room, teleconferencing, catering, distribution of information, agendas, and other materials). Coordinate travel arrangements, including flights, hotel and car reservations, and prepare itineraries. Anticipate issues and take action to ensure effective use of Vice‑Presidents’ time. Advise Vice‑Presidents of incoming priorities and monitor e‑mail for invitations and required responses. Coordinate and provide administrative support to committees, task forces, and meetings, including scheduling, logistics, and preparation of agendas, materials, and minutes. Attend meetings, record minutes, consolidate discussions, and follow up on action items. Collaborate with others to complete action items in a timely manner. Ensure Vice‑Presidents are prepared for internal/external meetings with relevant documentation. Provide accurate word‑processing support for documents such as correspondence, memoranda, contracts, proposals, presentations, and reports. Draft, edit, proofread, and quality‑check all outgoing correspondence and reports to high standards. Assist in preparing business presentations (text, graphics, charts, tables). Collect data for analysis, draft reports of results, and conduct research as required. Maintain electronic and paper filing systems, ensuring compliance with confidentiality, privacy standards, and the Freedom of Information and Protection of Privacy Act 1990. Support the Vice‑President in developing and tracking budgets, reviewing cost‑centre reports, and submitting expense forms. Act as a link between Vice‑President and other management and staff, write and maintain policies and procedures, and organise office supplies. Perform other duties and responsibilities consistent with the job. Required Qualifications Diploma in Office Administration – Executive or equivalent. Minimum five (5) years of related senior administrative experience. Experience in a complex health‑care facility or non‑profit (asset). Proven track record of delivering continuous improvement. Excellent computer and keyboarding skills, proficiency in Microsoft Office suite (Word, Outlook, Excel, PowerPoint, Publisher). Knowledge of Freedom of Information and Protection of Privacy Act 1990 requirements. Superior verbal, written, and listening communication skills. Ability to communicate effectively, tactfully and persuasively at all levels. Exceptional organisational, planning and time‑management skills. Ability to work under pressure to tight deadlines and manage multiple competing priorities. Strong sense of urgency, attention to detail, and high work standards. Project‑management skills and ability to exercise discretion with sensitive information. Good judgement regarding scope of authority, independence, and decision‑making. Flexibility and ability to adapt to changing priorities, including additional hours for urgent or Board‑related deadlines. Additional Benefits Competitive salary and vacation Extended Health and Dental Benefit Plan Opportunity to enroll in the Health of Ontario Pension Plan (HOOPP) 24/7 Employee Assistance Program Application Process Internal applicants: Current Baycrest employees must apply online through the Baycrest intranet. Applications submitted through the external careers website will only be considered after the internal application process. If you are a current employee and are unable to access the intranet, please contact Human Resources for assistance. External applicants: Please submit your application online by clicking the Apply button below. EEO and Accessibility Statement Baycrest is committed to providing accessible employment practices that are in compliance with the Accessibility for Ontarians with Disabilities Act (AODA). If you require accommodation for disability during any stage of the recruitment process, please notify Human Resources at recruitment@baycrest.org or 416‑785‑2500, ext. 2961. Additional Requirements All successful candidates will be required to complete a police reference check/vulnerable sector screen. Such exemptions will be considered on a case‑by‑case basis. #J-18808-Ljbffr