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Executive Office Administrative Specialist
3 months ago
At Community Care Durham (CCD), our dedicated teams of volunteers and inter-professional staff work collaboratively from various community hubs and locations to enhance the well-being and quality of life for individuals who prefer to remain in their homes.
As the foremost community support services organization in Durham Region, CCD partners with various stakeholders and the wider community to tackle local challenges and empower residents to achieve their aspirations for independent living.
Reporting directly to the Executive Assistant and collaborating closely with the CEO, Executive Administrative Team, and Senior Management Team, the Executive Office Administrative Specialist plays a crucial role in delivering comprehensive administrative support for activities across the organization.
This position involves assisting with the daily operations of the CEO's office and maintaining an organized electronic document repository.
Key Responsibilities:
- Coordinating the schedules of the CEO and Board, including calendar management and document preparation;
- Engaging with both internal and external stakeholders to effectively manage responsibilities;
- Organizing and facilitating meetings, including logistics such as venues, catering, and materials;
- Documenting meeting minutes, preparing agendas, compiling necessary documents, and attending meetings to record discussions;
- Overseeing the completion of internal and external materials for the Executive Assistant, ensuring timely submissions;
- Ensuring all required approvals are obtained on documents;
- Developing and monitoring project tracking tools (e.g., Workback Schedules, Work Plans, Action Logs);
- Composing, editing, and formatting documents while ensuring stylistic coherence;
- Collaborating with other departments to gather information for reports and data analysis;
- Assisting in the timely preparation of monthly and quarterly reports (e.g., CEO reports, Operational Goals);
- Actively participating as a member of the Administration Team.
Required Qualifications:
- Post-secondary education in Office Administration – Executive;
- Strong interpersonal communication skills;
- Excellent writing and proofreading abilities;
- Professional demeanor, approachable, courteous, tactful, and diplomatic;
- Detail-oriented and highly organized to deliver quality work promptly;
- Self-motivated with the ability to take initiative and foresee potential issues;
- Capable of working independently as well as collaboratively within a team;
- Intermediate to advanced proficiency in Microsoft Word, PowerPoint, Excel, Outlook, and Adobe Acrobat;
- Computer literate with research skills using the Internet;
- Typing speed of 45 wpm (based on successful completion of education).
All candidates must undergo a satisfactory Police Vulnerable Sector Check and adhere to safety protocols to promote the health and safety of all staff, volunteers, clients, and the community as outlined in CCD policies.
Compensation:
Starting salary of $38,000 annually; three (3) weeks of vacation per year (pro-rated based on hours worked); 9 paid holidays (including statutory holidays), 3 float days; health, insurance, and pension benefits when eligible.
- Compensation will be commensurate with education and experience.
Community Care Durham is an Equal Opportunity Employer committed to fostering an inclusive workplace that values diversity and supports the full participation of all employees. We recognize the systemic barriers to authentic inclusion in our society and are dedicated to ensuring that all job seekers and employees are treated with equal respect and dignity, free from discrimination and harassment.
In accordance with the Accessibility for Ontarians with Disabilities Act, 2005, and the Ontario Human Rights Code, we provide accommodations to applicants with disabilities throughout our hiring process. If you require this information in an alternate format or need communication supports, please inform our HR department.
