Portfolio Assistant

2 weeks ago

Saskatoon, Canada LutherCare Communities Full time

Job No**:LCC1122**

Location**:Corporate Office, Saskatoon**

Employment Status**:Full-Time, Permanent**

Closing Date**:2 Apr 2024 CST ***

**WHO WE ARE**

At LutherCare Communities (LCC), we are a leading provider of housing communities and supportive healthcare services and have been for over 65 years. LCC is a hybrid organization comprised of a number of companies that include for-profit and not-for-profit. Services include long-term care, community day programs for adults, seniors' housing, home support, intermediate care homes, group living homes, and subsidized family housing. These services are fully accredited, showing our commitment to provide excellence in care, shelter, and support. Taking a resident-first, all-inclusive approach, we seek to ensure we maintain the organization's integrity by always focusing on our residents. We value residents' interests, feedback and guidance, engagement, and collaborative leadership.

**VISION**

A Safe and Caring Continuum of Living for all.

**MISSION**

Our mission is to provide excellence in care, shelter, and support in a nurturing Christian environment for all entrusted to our care.

**PRIMARY FOCUS**

Reporting to the Chief People Officer (CPO), the Portfolio Assistant supports the CPO, Director of People & Culture, and Director of Marketing & Communications. The Portfolio Assistant contributes to processes and practices through accurate, timely, effective, and efficient administrative functions.

**KEY ACCOUNTABILITIES**
- Administrative support for the efficient day-to-day operation of the CPO, Director of People & Culture and Director of Marketing & Communications through collaboration and collegial teamwork
- Contributing to the preparation of agendas, minutes, reports, presentations, correspondence, projects, qualitative and quantitative data
- Building and maintaining spreadsheets and filing system
- Coordinating and scheduling activities
- CPO, Director of People & Culture and Director of Marketing & Communications calendar management including scheduling meetings (incoming/outgoing), booking a meeting space and other preparations as required
- Collation and processing of material as assigned
- Co-ordinating travel arrangements and hotel accommodation as requested and required
- Screen all incoming mail, determine routing, and ensure follow-up where necessary. The incumbent composes correspondence for review, as necessary
- Responsible for maintaining a complex record and filing system for all correspondence and documents of an administrative nature
- Preparing, maintaining and updating division files and records
- Contributing to exceptional external and internal relations through courteous and tactful handling of inquiries, clear communication, and diplomacy
- Collect, analyze, and trend metrics
- Prepare and deliver reports to the CPO, Director of People & Culture and the Director of Marketing & Communications

**In delivering these accountabilities, the Portfolio Assistant will**:

- Be a champion of a resident-first culture
- Be sensitive to federal and provincial government and political processes
- Build and maintain good relationships and rapport
- Support continuous improvement by encouraging and embracing innovation, best practice and collaboration including working with others to enhance LCC’s reputation for excellence in care, shelter, and support
- Contribute to a diverse, culturally competent, and culturally safe work environment and representative workforce
- Support an engaged workforce through a culture of physical and psychological safety

**QUALIFICATIONS**

**Education**:

- Completion of a Grade 12 diploma, supplemented by a certificate or diploma in office administration from a recognized college or institution.

**Experience**:

- Three to five years of experience working in a senior administrative assistant role
- Experience in a hybrid organization (for-profit and not-for-profit) would be considered an asset
- Experience in a health-care sector would be considered an asset
- Experience in a housing sector would be considered an asset

**KNOWLEDGE, SKILLS, AND ABILITIES**
- Exceptional planning, organizational and interpersonal skills
- Expert written and verbal communication skills including excellent proficiency in editing material for clarity, accuracy, and conciseness
- Ability to work collegially, collaboratively and build positive relationships through respectful and professional interactions
- Ability to learn and develop a working knowledge of the organization, including its governance and organizational structure and relationships
- Excellent computer skills, with a good working knowledge of various programs, including but not limited to, Microsoft Word, Excel, PowerPoint, Exchange, Schedule Plus, Visio, Intranet/Internet, and the capability to learn new programs as required
- Demonstrated approaches to problem-solving with strong decision-making capability
- Knowledge and experience in minute taking and synthes

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