Assistant- Executive

3 weeks ago

Gloucester, Canada HSO Full time

**Assistant
- Executive & Board Support**

Terms: Full-time permanent

**Salary**: Commensurate with experience

Location: Ottawa, Hybrid Work Model

Do you believe that everyone should have access to safe, high-quality care and that health is more than healthcare? If your answer is yes, we would like to invite you to join us toward a future that will lead to “Safer Care and A Healthier World.” Let’s follow a mission together, where we “empower and enable people around the world to continuously improve quality of care”. During this journey HSO lives by its values of trust, inclusion, collaboration, innovation and learning, every single day

HSO is searching for a dynamic, motivated, detail-oriented Assistant to support the Executive office and work required for Board meetings and related committees. Reporting to the Chief Operating Officer, you will be working with the Executive Office Coordinator, functions will include document control/management, review and analysis, preparation of information and coordination of projects including events and activities. The Executive Assistant ensures a high standard of accuracy, maintains discretion and confidentiality, and is accountable for timely execution of activities as required.

Bring your can-do attitude to the job as you carry out administrative and other tasks with dynamism and great energy. You’re a self-starter and will work tirelessly to find solutions to any problem that may arise. You love to learn from and collaborate with others. You are fueled by beating deadlines, surpassing expectations, and by overall just being awesome.

**Your responsibilities include**:

- Work with the Executive Office Coordinator on activities and responsibilities as assigned.
- Remain highly organized to efficiently coordinate activities, projects and meetings as required, including attending and recording meetings as requested.
- Manage all meeting logistics, including management of work plans and calendars, timely preparation and distribution of agendas, notifications, and advance reading material. May serve as a recording secretary for meetings including preparation of minutes or management of confidential documents as required.
- Distribute materials and follow up on outstanding items as required, taking action to ensure information is provided on behalf of the CEO or COO in a timely manner.
- Support board management activities including the Board of Director’s Roster and meeting logistics, including travel arrangements, room bookings, and meals. Distribute, retreat documents and follow-up on actions resulting from retreat.
- Administer and update the board information portal as required.
- Support scheduling and coordination of orientation for new board members and ongoing education for all board members.
- Manage expense claim submission for board and CEO / COO are submitted for processing.
- Provide Executive Office support working with the Executive Office Coordinator as it relates to internal and external correspondence, meeting planning, and travel.
- Provide back-up coverage for the Executive Office Coordinator, and potentially other administrative staff, during vacation and sick leave absences.
- Being a flexible team player. Contributing positively to the culture of our workplace by staying positive, engaged in the work you do and energized by the difference you’re making.
- Identifying and filling the gaps. We move fast - your ability to see a gap, flag it and work with others to fill it is crucial.

**You have a unique history. Does it include the education and experience listed below?**
- Post-secondary education in Business Administration or related field or equivalent in education/experience.
- 3 years of progressively senior administrative roles
- Knowledge or experience in, non profit organizations, executive support.
- Extensive computer experience with Microsoft Suite.
- Highly professional and strong interpersonal skills, including maturity, diplomacy, and ability to create positive and professional relationship with all stakeholders.
- Able to demonstrate a sound understanding of event planning and practical experience in hosting events.
- Excellent organization, time management and planning skills.
- Strong verbal and written skills
- Attention to details and high level of accuracy.
- Well-developed interpersonal and conflict resolution skills.
- Positive, energetic, solutions-oriented attitude.
- Being detail oriented. You’ve heard this before, but we can’t stress it enough: the devil is in the details. You notice big and little mistakes and are comfortable reviewing the work of your team and accepting the thorough review of your own work.
- Having accountability and taking ownership. We want to hear examples of times when you stepped up, took ownership, and ran with it, whether big or small, as a professional, a student, or as a volunteer.
- Being a people person. This is key. You’ll be interacting daily with various teams,

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