Executive Assistant

3 weeks ago

Alliston, Canada Matthews House Hospice Full time

**Job Ad: Executive Assistant**

**Department**:Shared Services **Employment Type**:Full time, Contract (12-16 months)

**Reports To**:CEO **Hours**:37.5 hours/week **Annual Salary**:$56,900

**Posting Date**:July 19, 2023 **Closing Date**:Aug 3, 2023

We are a non-profit charity, providing hospice and community services to the people of New Tecumseth and surrounding areas supporting living life fully and dying with dignity. We walk together with families and community members through the journey of illness and grief offering a variety of day programs, counselling, and palliative care. We believe everyone should have access to the right palliative and bereavement care when and where they need it. We are excited to be developing plans to expand our services to the community in the near future.

**Scope: Reporting to the CEO, the Executive Assistant is responsible for office administration and coordination.**

**QUALIFICATIONS**:

- Excellent telephone manner.
- Excellent communication, interpersonal, organisational, and time-management skills.
- Proficient in MS Office products (Word, Excel, PowerPoint).
- Enthusiasm for working with people.
- Positive attitude - ability to take responsibility and be accountable; ability to deal with change in the workplace; respectful of others.
- Knowledge of hospice palliative care an asset.
- Assist the CEO to perform the duties and responsibilities associated with the role.

**DUTIES AND RESPONSIBILITIES**:

- Establish and co-ordinate administrative polices and procedures for CEO and the board of directors.
- Analyze incoming and outgoing memoranda, submissions and reports and prepare and co-ordinate the preparation and submission of summary briefs and report to CEO.
- Maintain and update the CEO’s schedule and prepare information for meetings.
- Assist CEO with preparations of Board, Board committees and leadership including agendas, setting up meeting times and taking minutes and distributing these.
- Conduct research, compile data and prepare papers for consideration and presentation to the CEO.
- Meet with individuals, special interest groups, vendors and others on behalf of the CEO to discuss issues and assess and recommend various courses of action for approval by the CEO.
- Liaise with departmental and shared services teams and with other organizations and associations on behalf of the CEO.
- Assist in communications with regards to newsletters and social media on behalf of the CEO.

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- Prepare &/or photocopy materials for training and events related to CEO tasks: administrative duties on behalf of the CEO.
- Provide set -up and clean-up of rooms related to leadership activities on behalf of the CEO.
- Act as key facilitator of databases, phones and IT networks in behalf of the CEO.
- Act as key facilitator of building maintenance and improvements on behalf of the CEO - includes production and coordination of purchases on behalf of the organization, and the purchasing process.
- Assist with preparation for the AGM.
- Assist with setting up ads for new staff interviews of new staff and onboarding of new staff, Including working closely with the managers of the new staff.
- Assist with the resignation of staff by collecting keys, computers and other items from staff.

**Other**:

- Ordering and tracking office supplies.
- Support staff, board and committees in other office duties and activities assigned,
- Build relationships with volunteers and donors.
- Attend regular staff meetings and AGM.
- Support the fundraising efforts of the organization.

**WORK ENVIRONMENT**:
**REQUIREMENTS**:

- Reliable transportation to office and other sites as required.
- Able to work independently.
- Experience in palliative care.
- French language an asset.
- Word Processing Skills including maximum comfort with use of Microsoft Applications and Web Based Applications.

WORK ENVIRONMENT and JOB DEMANDS:

- Busy office environment.
- Frequent disruptions.
- Travel to community sites.
- Ability to lift boxes or move furniture.

Page 2 of 2

**Job Types**: Full-time, Fixed term contract
Contract length: 12-16 months

**Salary**: $56,900.00 per year

Schedule:

- Monday to Friday

Work Location: In person

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