Adminstrative Assistant to CEO/board

3 weeks ago

North York, Canada LUMACARE Full time

Client & Family-Centered Care Is At The Heart of Everything We Do At Lumacare The company believes Client and Family-Centered Care is based on a philosophy of care, treatment and support that empowers Clients to be active and knowledgeable partners in their health care. Whether you join us in a client facing role, in a leadership capacity, or in a support position, it is essential that every member of our team is passionate about promoting and protecting Client and Family-Centered Care.

We are looking for an Administrative Assistant that is an energetic multi-tasker, has a keen eye for detail, and a bit of a flair for writing. Reporting directly to the Executive Director, your time will be spent managing the administrative elements of Board relations, contract management, and meeting management.

The primary purpose of this role is to alleviate the administrative burden of the CEO, and as such, the responsibilities of the position may be adjusted in response to the ever-changing needs of the Agency and its leadership.

**Position Summary**:
**Board Relations**
- Setting up and preparing for evenings Board Meetings (monthly Board meetings, all Board Committee meetings, as well as annual activities): preparing and disseminating agenda and meeting materials, arranging catering, room set up and clean up, and minute taking and distribution.
- Supporting annual Board Nominations process. Responding to Board inquiries and requests, as appropriate. Organizing annual Board Orientation, organizing annual Board and Staff dinners, and purchase Board recognition gifts
- Utilizing presentation software such as Powerpoint or Prezi, to create presentations suitable for the Board meetings from CEO notes.
- Board business management with GSuit (Google) and Outlook.

**Administrative Support to the CEO**
- Meeting Preparation/Minute taking for various company's committees.
- Working with meeting venues as required.
- Travel arrangements as required for the agency.
- Compiling and submitting CEO expense reports.
- Running errands and shopping to support employee recognition initiatives, stocking staff kitchen and lounge, etc.
- Performing other duties and projects as directed by the Chief Executive Officer.

**Contract Management**
- Maintaining accurate tracking and knowledge of all Agency vendor contracts and leases, expirations, and renewal dates
- Working with the Accounts Payable team to ensure invoices are submitted and reconciled, as appropriate for standing contracts.
- Working with vendors to obtain quotes and present recommendations with comparative analysis, as requested by the Chief Executive Officer.

**What we’re looking for**:

- 3-5 years administrative experience in an office environment.
- Superior written and verbal communication skills. You’ve got to be a great writer; grammar will count in this position
- You’ve got to be one of those awesome people who can balance the need to multi-task, but still prides yourself on never letting a detail fall through the cracks.
- You are a direct communicator, and you appreciate direct communication. You understand that when someone asks you to change something you’ve created, it’s nothing personal.
- Running errands will be part of the job, so a driver’s license and a car are essential.
- Although preference will be given to someone with a Diploma in Business Administration, it is not essential. Our hiring decision will be based on your skill set and cultural fit

**Job Types**: Full-time, Permanent

**Benefits**:

- Dental care
- Disability insurance
- Employee assistance program
- On-site parking
- Paid time off
- Vision care

Schedule:

- Monday to Friday

**Experience**:

- Administrative experience: 2 years (preferred)

Work Location: Hybrid remote in North York, ON

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