Executive Assistant

2 weeks ago

Scarborough, Canada Momiji Full time

**Momiji Health Care Society** is a non-profit organization dedicated to enhancing the independence, health, and quality of life of senior citizens, primarily of Japanese-Canadian descent. Our team is passionate about meeting the needs of our senior citizens and is committed to working collaboratively and openly with a results-oriented approach. We are seeking an experienced and highly organized **Executive Assistant** to provide comprehensive support to our CEO.

This is a full-time position working from 9:00 am to 5:00 pm, Monday to Friday, with 37.5 hours per week. Occasional evening and weekend work may be required with overtime eligibility. Additionally, occasional travel may be necessary to various locations in the community.

**About the Role**:
As the Executive Assistant, you will be responsible for scheduling appointments, managing the CEO's calendar, preparing reports and presentations, and handling other administrative tasks. The role requires significant integrity and tact, along with a good understanding of Momiji’s programs and functions.

**Major Responsibilities**:

- Manage the CEO's calendar and correspondence, scheduling appointments and meetings, and ensuring that the CEO is prepared for all engagements.
- Draft, proofread, and edit correspondence, reports, and presentations for the CEO.
- Conduct research and provide briefing materials for the CEO in advance of meetings and events.
- Attend meetings with the CEO including board and committee meetings and take detailed notes and minutes, ensuring that action items are followed up on in a timely manner.
- Coordinate special projects and events, working with other departments and stakeholders to ensure successful outcomes.
- Maintain an organized filing system for all documents and records related to the CEO's office.
- Assist the CEO with addressing tenant concerns and complaints with discretion, escalating to the CEO as needed.
- Provide support to other members of the executive team as needed, such as the Momiji Health Care Society (MHCS), Momiji Seniors Residence (MSR) Board of Directors, and supporting the Momiji Foundation Board.
- Other duties include event coordination and managing office supply inventory.

**Requirements**:

- Bachelor's degree or equivalent experience.
- 5 + years’ proven experience as an executive assistant or in a similar role supporting senior executives.
- Strong organizational and time management skills.
- Excellent written and verbal communication skills.
- Proficiency in Microsoft Office Suite and other office software.
- Ability to handle confidential information with discretion.
- Ability to work independently and manage multiple priorities in a fast-paced environment.
- Positive attitude and a strong work ethic.
- Flexibility to work outside of normal business hours as needed.
- Japanese-language skills are an asset.

**Working at Momiji**

Our cohesive team is transparent and passionate about meeting the needs of our clients. Our team is also learning-oriented, open to change, and enjoys the work that we do.

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