Executive Assistant and Board Liaison

2 weeks ago

Brampton, Canada WellFort Full time

**WellFort is seeking a Full-Time Permanent Executive Assistant and Board Liaison**

**This position requires flexibility in hours of work. Schedule is Monday - Friday 8:00-4:00, with occasional Saturdays and evenings.**

WellFort Community Health Services is a non-profit, values-based organization based in Peel. We provide a wide variety of comprehensive care including primary care, dental, mental health, and chronic disease management with a focus on illness prevention, health promotion and community development. We work with residents and other agencies to increase community capacity. WellFort is committed to providing inclusive, accessible, and sustainable programs and services to a diversely rich community.

The Executive Assistant and Board Liaison is responsible for all corporate functions on behalf of the organization and the corporation. This role plays a critical role in the effective operations of the organization’s success. As the lead support for the CEO and Board of Directors, the EA and Board Liaison manages complex and confidential administrative tasks, analytical, research and project management duties.

The Executive Assistant maintains the highest levels of confidentiality and integrity at all times.

**What you will do**:

- Provide critical administrative and clerical support to the CEO, members of the Board of Directors and Board committees; Director(s) as required
- Serve as the primary point of contact for internal and external communication on all matters pertaining to the CEO; including those of highly confidential or critical nature
- Prepare meeting minutes, documents, publications, and support formal and informal communication between the CEO, create reports and presentations, draft and update Board related materials, including Board Orientation Manual, Board Governance Manual, Board Bylaws, Strategic Plan and Board policies.
- Lead the organization of Board related events and activities, including agenda development, meeting material organization and meeting set up logistics
- Organizes and attends monthly Board meetings and take minutes.
- Assists with the creation and collection of documents related to strategic planning and the organizational operational plan.
- Provides administrative support to capital projects and new initiatives.
- Participates in organizational outreach and promotional materials such as newsletters, press releases, advertisements.
- Assists in the collection of materials and reports for funder requirements.
- Assists all staff to ensure access to the CEO in a timely manner.
- As requested, manages research, collects, consolidates and may summarize data. Formats to facilitate interpretation and/or to highlight key aspects/trends.
- Provides administrative support to the CEO such as scheduling, travel arrangements, expense reports and credit card statement reconciliations, in collaboration with the CEO organizes the corporation’s Annual General Meeting.
- In collaboration with the CEO is the lead person on the annual report.
- In collaboration with the CEO maintains and orders all corporate materials such as business cards, letterhead, envelops brochures and other promotional items.
- Maintains an organization wide master schedule and organizational chart
- Other duties and responsibilities may be assigned from time to time.

**What you will need**:

- Completion of post-secondary education in a business or office administration or communications program, or related field or a combination of related work experiences program
- Minimum 5 years’ experience in a senior or executive level administrative support position
- Demonstrated experience supporting the activities of a volunteer Board of Directors is required; Healthcare not-for-profit experience is considered an asset
- Proficient in online tools such as Prezi, Pitkochart, Canva and MailChimp.
- Excellent communication skills, including experience with report writing, newsletters, research and creating flyers Experience working with confidential and time sensitive documents and information
- Excellent interpersonal skills and the ability to multitask in a fast-paced environment.
- Experience working in a value based non-profit or social services organization.
- Demonstrated ability to work independently and interdependently in an interdisciplinary team environment in which the skills and responsibilities of each team member are recognized and respected.
- Ability to speak languages relevant to the residents of the organization’s community is an asset.
- Proven ability to effectively prioritize workflow to meet deadlines while maintaining a high level of quality and accuracy
- Strong writing, analytical, and critical thinking skills, and the ability to synthesize and present complex data
- Strong verbal and interpersonal communication skills, diplomacy, good judgment, and confidentiality
- A high degree of independence and initiative and tolerance for ambiguity
- Readily adaptable to learn new

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