Executive Assistant, Human Resources

3 months ago

Toronto, Canada Ontario Nurses' Association Full time

**Location: Toronto, ON Canada**

**Type: Permanent Full-Time**

**Group/Grade: Non-Union Non-Management**

**Date: August 28, 2024**

The Ontario Nurses’ Association (ONA) is Canada’s largest nurses’ union. We are powered by our members — 68,000 nurses and health-care professionals, and 18,000 nursing student affiliates — who provide care in hospitals, long-term care, public health, the community, clinics and industry.

Our mission is to defend the rights of and advocate for nurses and health-care professionals who care for the health of Ontarians. We empower members and fight against unfair and unsafe treatment, negotiate and enforce our contracts, offer benefits and insurance, provide tailored education and development opportunities and much more. We confront governments, administrations and other policymakers head on to fight for high-quality public health care.

**This is what else you can expect from this dynamic role**:

- Provide organized and proactive administrative support to the Executive Lead and HR Managers, including preparation, review, drafting, copying and/or distributing of correspondence, letters, memos, reports and presentations.
- Prioritize and manage assigned calendars, set up meetings, resolve scheduling conflicts and adjust as necessary based on changing needs and priorities.
- Provide support to the ARAO team, attend meetings, prepare meeting agenda, reports and minutes.
- Maintain the Human Resources intake box and respond to internal and external inquiries in a timely manner.
- Input and maintain the confidential Human Resources files and records either electronically and/or paper from start to end of employment
- Provide administrative assistance in support of team initiatives, events, programs, processes, projects and reporting requirements.
- Discuss issues, recognizing and bringing forward the urgent issues to the Executive Lead /Manager’s attention and forwarding to the appropriate parties for resolution.
- Respond to written and verbal requests for Verification of Employment
- Draft, produce and distribute reports as required.
- Identifies improvements to work processes and makes recommendations on how to implement them.

**What we are looking for**:

- Post-secondary Certificate or Diploma in Human Resources, Business Administration or another similar field.
- Minimum of three (3) years' experience working in a similar Human Resources role, with at least two (2) years’ experience providing administrative support to formal leaders and multi-functional team, preferable in a unionized environment
- Experience working with Human Resources Information Systems (HRIS). Knowledge of UKG an asset.
- Experience working with Health & Safety files, processes and procedures.
- Demonstrated experience with administrative procedures, project coordination, processes and standards.
- Experience maintaining confidential HR files.
- Self-directed with an ability to organize, plan, prioritize and multi-task in a face paced, changing environment.
- Ability to use a variety of software programs, databases and programs including but not limited to Microsoft Office Suite.
- A certificate/designation available to Administrative Assistants such as Certified Professional Secretary (CPS) or Certified Administrative Professional (CAP) is an asset.
- French bilingual or the ability to speak other languages is considered and asset.
- Thank you for your interest in joining us. Only those selected for an interview will be contacted._

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