Executive Assistant

4 weeks ago

Ottawa, Canada Pinecrest-Queensway Community Health Centre Full time

Job Title: Executive Assistant
Status: Regular Full Time
Benefits: Group health and dental, HOOPP pension plan

Who are we?

Pinecrest-Queensway Community Health Centre (PQCHC) is a community benefit organization providing comprehensive primary healthcare and innovative community programming through our multiple service locations in Western Ottawa and through our regional programming. At PQ, we strive to meet the needs of the diverse communities we serve. We work in partnership with individuals, families, and communities to achieve their full potential, paying particular attention to those who are most vulnerable and at risk. PQCHC is an equal opportunity employer and values diversity in its workforce. If at any stage in the selection process you require an accommodation due to a disability, please let us know the nature of the required accommodation.

Job Summary

The Executive Assistant serves as a champion of the Vision and Mission and promotes an environment that is consistent to the Community Health Centre’s values. The Executive Assistant will work with the other members of the Health Centre’s teams to effectively and efficiently serve clients through traditional, non-traditional and innovative approaches to service delivery within the broad determinants of health framework. The major responsibilities of the Executive Assistant will be to support the Chief Executive Officer (CEO) in all administrative functions.

Job Specific Responsibilities

Support the CEO
- Serves as an ambassador for the CEO’s office and role
- Promptly receives and screens incoming telephone calls for the CEO
- Promptly screens and distributes incoming mail, responding where appropriate
- Provides accurate word-processing support by composing and editing a variety of documents. This includes many highly confidential correspondence, memoranda, contract and proposal
- Makes appointments for the CEO
- Develops and maintains a well-organized filing system that permits easy reference and rapid retrieval of information for all corporate services
- Takes and distributes Leadership and Management Team meeting minutes
- Sets agendas and compiles and distributes information for Leadership Team meetings
- Develops PowerPoint presentations and other communication vehicles as required
- Arranges travel, hotel and car reservations and prepares itinerary when required
- On behalf of the CEO provides support to the regional committees through setting meetings and taking minutes

Support the Board of Directors
- Assists in ensuring Board Members are informed and current on all Health Centre activities and information
- Takes minutes at Board of Directors’ meetings
- Takes minutes at Board Committee meetings as assigned
- Compiles and posts Board material for meetings and information as required
- Provides support for Board Members and Board Committees
- Prepares room/space/food for Board and Committee meetings

Other Administrative Duties
- Order centre and select program supplies
- Supports general reception duties of the centre
- Maintain the Centre’s website and co-ordinate the development of corporate and internal communications (newsletter, brochures, signage.etc)
- Maintain efficient computerized info systems for corporate services
- If required, oversee casual and junior administrative staff as well as volunteers and students
- Other duties as required

**Qualifications**:
Education
- Secondary school diploma and post-secondary training in office administration or a related program, or an equivalent combination of experience and education

Professional Experience
- 5 years senior administrative support experience

Key Competencies
- Website and database management
- Proficiency with word processing and desktop publishing software essential, as is knowledge of operating systems and basis system troubleshooting
- Ability to train and support staff in office computer systems

Personal Suitability/Other Requirements
- Knowledge of health and social services as appropriate to the program area
- Ability to work independently and as a member of an administrative support team
- Ability to work flexible hours
- Bilingual (English/French) preferred; Other languages an asset

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