Executive Assistant

5 months ago

Kingston, Canada PROVIDENCE VILLAGE INC. Full time

The Executive Assistant reports to the President & CEO of Providence Village Inc. (PVI), providing administrative support directly to the President & CEO, Board of Directors and the Senior Management Team as required.

The Executive Assistant is responsible for coordinating daily activities of PVI; ensuring its efficient operation. The Executive Assistant acts with a high degree of professionalism, integrity and judgement as the first point of contact for inquiries and communications that may be of a confidential and/or sensitive nature.

Working independently for substantial periods of time, the Executive Assistant ensures the effective flow of information and seamless operations of the executive office. The Executive Assistant is responsible for the achievement of targeted outcomes and timelines, setting priorities, exercising good judgement in decision-making and/or appropriate deferral to others. The position facilitates communications and interactions with all departments within PVI, as well as with external stakeholders and community partners.

**About PVI**

Providence Village Inc. (PVI) is an independent not-for-profit charitable organization sponsored by the Catholic Health Sponsors of Ontario (CHSO). Its inception stems from the visionary initiative of the Sisters of Providence of St. Vincent de Paul, who entrusted PVI with the stewardship of their expansive 30-acre Providence Motherhouse property in Kingston, Ontario, to deliver on their ambitious mission. PVI's responsibility is to nurture this legacy, ensuring that dedicated resources and commitment to caring for vulnerable populations in our community endures into the future.

**What We Offer**:

- Mission-driven work that makes a positive impact in the community
- Collaborative team environment that strives to make everyone feel valued, respected and empowered
- Professional development opportunities for skill development and career growth
- Competitive compensation and benefit packages
- A beautiful workplace on a picturesque 30-acre property in Kingston, rich in history and surrounded by nature
- Free Parking

**Responsibilities**:
**Administration (40%)**
- Executive administrative support to manage operations, key projects and programs, including monitoring tasks and deadlines, such as performance reporting, financials, agreements, approvals, etc.
- Act as the first point of contact for the President & CEO as required for internal and external stakeholders seeking assistance or advice on a broad range of issues. Screen, direct and handle calls from various stakeholders. Provide first level response to unexpected events, taking appropriate action.
- Participate on committees, projects and/or special events. Develop and implement event plans, including communication, marketing materials, arranging speakers, equipment, event evaluations, etc.
- Draft and distribute reports, proposals, presentations, briefing notes, spreadsheets, presentations and correspondence. Provide backup support to various management committees, assisting in the fulfillment of the committee mandate, including committees of the Board of Directors.
- Manage and coordinate calendar activities and schedules/calendars, processes incoming and outgoing mail by prioritizing documents and meetings, proactively resolving conflicts. Ensure the President & CEO of PVI is prepared for all meetings, appropriate preparation time is provided and that necessary follow-up post-meeting is executed. Logistical coordination of activities for meetings and events, including travel arrangements, speakers, teleconferencing and A/V equipment bookings, room setup, preparation and distribution of pertinent materials, and Videoconferencing Equipment.
- Office coordination, including maintenance of office supplies, departmental time sheets, expense claims, prepare agreements, contracts and funding requests, and invoicing/requisitions.
- Streamline and organize processes to assist in the efficient flow of information, timeliness of responses to deadlines and general communication, ensuring the smooth operation of the executive office.
- Maintain/organize files (paper and electronic) for easy accessibility. Ensure proper administrative procedures are followed, recommend and/or design new ones, ensuring efficient running of the office.
- This position is often faced with competing priorities requiring problem-solving and prioritizing in a calm and professional manner. The Executive Assistant may also be required to address enquiries and complaints when approached as the first point of contact.

**Board and Committee meetings (30%)**
- Coordinate details related to PVI Board Meetings, including recording and distributing the Board package, preparing motions in accordance with the Bylaws.
- Support staff and Board Committees as necessary, preparing meeting materials, agendas, and taking accurate minutes.
- Conduct meeting and event planning, including coordination and schedule management, room bookings,

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