Executive Assistant

3 months ago

Toronto, 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**

Reporting to the Manager, Governance and Executive Support, this permanent full-time role provides senior-level administrative support and coordinates communication and information requests for the Senior Vice President (SVP) of Strategic Operations and Impact Investing (a member of our executive team). Additional administrative support and coordination may also provided to the rest of the Strategic Operations leadership team.

This role also coordinates activities related to supporting timely and appropriate communications and administration for the Finance Committee, various impact investment committees, the Board and other committees as needed. Working with both the Manager and the SVP, 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 SVP’s schedule and daily activities and therefore must be highly organized. The EA uses discretion in the dissemination of information to Committee Members, team members, colleagues and external stakeholders. Flexibility, good judgment, tact and diplomacy are essential, as well as an unflinching commitment to confidentiality.

**Heart and stroke support a hybrid work environment and the expectation is that this person would be available to work in person at our Toronto office as required (approximately 1-2 days/week).**

**How you will make an impact every day**

**Administrative Support**
- Provide senior-level administrative and confidential/discrete support to the SVP including calendar management, coordination of meetings, preparing meeting materials, travel arrangements and other administrative tasks
- Provide occasional administrative support to department senior leadership team (VP Finance, General Council and Corporate Secretary, Director, Strategy Implementation and Integrated Planning, Director, Marketing Analytics and Director, Impact Investing).
- Support the SVP 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 SVP, monitor leave requests from reporting staff and track team vacations.
- Process, record and track expenses and other contractual documents requiring approval for which the SVP and team is accountable
- Process purchase orders, supply orders, administrative claims and invoices for the team.
- Provide in-person or virtual meeting, and videoconference, support
- Coordinate with other staff to plan, organize and co-ordinate meetings and interdepartmental projects as required
- Provide vacation coverage for other Executive Assistants as needed
- Handle designated administrative projects for the SVP or SLT 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 SVP 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 SVP 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 SVP
- 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**
- 3-5 years relevant administration experience and coordination of similar activities for an executive o

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