High-Level Administrative Coordinator

5 days ago

Mississauga, Ontario, Canada Bayshore HealthCare Full time

Job Overview

Bayshore HealthCare is a leading provider of home and community healthcare services. We are seeking an experienced Executive Assistant to support our Managing Director & Senior Operations Team in the Home Care Solutions Division.

About Us

We are a Canadian-owned company, proud to be a Platinum member of Canada's Best Managed Companies Program since 2006. Our commitment to excellence has earned us recognition as a Best Practice Spotlight Organization from the Registered Nurses' Association of Ontario and one of Canada's Best Employers on the Forbes 2023 list.

Your Role

You will provide high-level administrative support, ensuring the Managing Director and Senior Team are well-prepared for success. Your attention to detail and organizational skills will keep our busy office running smoothly. You will manage calendars, coordinate meetings, arrange travel, prepare meeting minutes, reports, presentations, and correspondence.

Duties and Responsibilities

  • Manage the calendar of the Managing Director, coordinating meetings, appointments, and events.
  • Ensure the Managing Director and Senior Team are prepared for meetings, organized, and aware of commitments, timelines, and deliverables.
  • Handle travel arrangements for the Managing Director, including booking flights, hotels, transportation, and managing travel itineraries.
  • Organize email correspondence, ensuring priority items are addressed and timelines for responses are met.
  • Manage confidential communication and information professionally, responding to sensitive inquiries and drafting routine and non-routine correspondence.
  • Work with the Director, Planning & Priorities to arrange Senior Operations Team meetings, take minutes, and follow up on action items.
  • Ensure a high-functioning administrative system for correspondence, document storage, and retrieval.
  • Communicate professionally with individuals inside and outside the organization at various levels, liaising with other members of the Senior Leadership Team and government representatives.
  • Provide exceptional customer service experience for internal and external stakeholders.
  • Draft and distribute the weekly BHCS Newsletter.
  • Generate complex and detailed presentations and other communication materials.
  • Organize events, such as Area Directors' annual on-site meetings.
  • Support operational initiatives by assisting with scheduling, documenting, and tracking deliverables and action items.
  • Support resolution of operational issues and risks by assisting in follow-up actions and communication internally and externally.
  • Conduct internal research to support projects and the needs of the Managing Director.

Requirements

  • Post-secondary education in business administration, office management, or commensurate experience.
  • 3-5 years related experience and/or any combination of equivalent education and experience with knowledge of project management.
  • Experience as an Executive Assistant or Administrative Assistant to a senior level director/VP is required or experience in a busy, multi-person office environment.
  • Experience working in Home Care, healthcare, or senior services would be an asset.
  • Proficiency in Microsoft Office applications (Word, Excel, PowerPoint).

What We Offer

  • A competitive salary range of $80,000 - $110,000 per year, based on experience.
  • A dynamic and supportive work environment.
  • Ongoing opportunities for professional growth and development.
  • A comprehensive benefits package.
  • A chance to make a meaningful contribution to the health and wellbeing of Canadians.

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