Executive Assistant

4 months ago

Toronto, Canada Heart & Stroke Full time

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**

**travel to the Toronto office up to several times a month, when required.**

Reporting to the Manager, Governance and Executive support on the strategic operations team, this role provides senior-level administrative support and coordinates communication and information requests for the E**xecutive Vice President (EVP), Strategic Operations**. Additional administrative support and coordination may also be provided others on the strategic operations leadership team.

This role also coordinates activities related to supporting timely and appropriate communications and administration for the finance committee, the board and other committees as needed. Working with the EVP, the individual will establish administrative systems and processes as required and coordinate with respective leads to help ensure the team delivers on its strategic objectives.

The executive assistant exercises initiative and independent judgment in managing the EVP’s schedule and daily activities and therefore must be highly organized. They use discretion in the dissemination of information to committee Members, team members, colleagues and external stakeholders. Flexibility, collaboration, good judgment, tact and diplomacy are essential, as well as an unflinching commitment to confidentiality.

This role will successfully support the coordination of organizational wide, in-person events by working collaboratively with internal support teams to coordinate catering, transportation, accommodation, participant, equipment and audio-visual requirements. As such, they will be the first point of contact for participants with event-related enquiries and proactively address any arising issues and troubleshoot any emerging problems

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

Administrative Support
- Provide senior-level administrative and confidential/discrete support to the EVP 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, VP operations, Director, Strategy Implementation and Integrated. Planning, Director, Marketing Analytics and lead, strategic initiatives).
- 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
- Process purchase orders, supply orders, administrative claims and invoices for the team.
- Coordinate with other staff to plan, organize and co-ordinate department or organizational wide meetings and interdepartmental projects. Provide in-person or virtual meeting/video conference support.
- Provide vacation coverage for other executive assistants as needed
- Handle designated administrative projects for the EVP 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 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 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 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 assistanc

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