Executive Assistant to the Office of CEO and Office Administration

3 days ago

Toronto, Ontario, Canada Healthcare Collaborative Benefits Full time

Healthcare Collaborative Benefits (Co)

POSITION: Executive Assistant to the Office of CEO and Office Administration

STATUS: Full-time permanent position

The mandate of Healthcare Collaborative Benefits (Co) is to develop, provide and manage a comprehensive, sustainable, and responsive employee health benefits strategy and program, co-created with and for the benefit of not-for-profit participating healthcare organizations in Canada.

Join us and be part of the team working to make a difference.

POSITION TITLE: Executive Assistant to the Office of CEO and Office Administration

SUMMARY:

Reporting directly to Leader, Group Benefits Operations, the Executive Assistant to the CEO and Office Administration primary responsibility is to provide operational support in a fast-paced environment to the board, CEO, and Co team.

DUTIES AND RESPONSIBILITIES:

Co board

  • Coordinating the orientation of new Board members, Officers and Committee Chairs.
  • Assisting in the timely preparation, drafting, publishing and dissemination of Board-related materials including but not limited to: agendas, minutes, annual work plans, presentations, action lists, executive summaries etc. for the Board and Board Committee meetings
  • Initiating changes to Board of Director policies, procedures and the Board Manual as required or requested.
  • Overseeing the Board and Board Committee calendars; helping determine and plan the frequency of meetings.
  • Managing complex calendars and coordinating travel, venues, meals, special accommodations and hotel arrangements for Board members and management involved in Board Affairs.
  • Scheduling calls and Board meetings, as required or requested.
  • Overseeing contractors, vendors and consultants supporting a wide range of Board activities.
  • Planning and managing events and logistics for Board-related events, including quarterly meetings, ad hoc meetings, Annual General Meetings and Board Strategy Days.
  • Coordinating internal and external presentations and speakers for Board-related events.
  • Supporting the day-to-day operations of Board Affairs
  • Any other tasks as assigned relating to Board Affairs

Office and Administration

  • Providing administrative support to CEO & team
  • Facilitates monthly invoicing for required approvals
  • Communicating with Participating Organizations as required
  • Booking meetings and consultations for CEO
  • Assists in maintaining a complete and up-to-date electronic filing system
  • Handles confidential and non-routine information.
  • Liaises with a broad variety of key stakeholders
  • Renews Provincial licenses for organization and individuals as required .
  • Provide back-up support to Co by attending meetings, recording and preparing timely minutes
  • Provide ongoing assistance to Co team in other areas as required
  • Other duties as assigned

PREFERRED SKILLS AND ATTRIBUTES:

  • Strong skills in planning and operationalizing complex projects and achieving results;
  • Strong development, coaching and mentoring skills;
  • An innovative and creative thinker who is open to different approaches to resolve issues;
  • Excellent verbal and written communication skills with the ability to clearly articulate complex ideas to a wide range of stakeholders.
  • Experience in the Group Insurance industry would be seen as an asset.
  • Excellent communication skills, both written and verbal in English
  • A proven track record in customer service coupled with excellent interpersonal skills.
  • Flexibility to work in a fast-paced and dynamic environment with changing priorities.
  • Ability to work independently and as a team member.
  • An interest in personal development and eagerness to learn new things.
  • Demonstrated proficiency using Microsoft Office Suite and other business-related software.
  • Presentation skills

EDUCATION & EXPERIENCE REQUIRED:

  • Completed post-secondary education at the Bachelor or College level from a recognized Ontario Law Clerk program certified with The Institute of Law Clerks of Ontario or an equivalent program, and/or years of experience in similar role.
  • Five to eight years' experience working with not-for-profit Boards and committees; experience working in a highly regulated business environment is preferred
  • Bilingual (English/French) would be seen as an asset.

WORKING CONDITIONS : Flexible work model

  • Hours of Work: Monday to Friday, 8:30am – 4:30pm
  • May be required to attend functions/meetings during off hours.
  • Travel: 5-10% anticipated
  • Must have the ability to get to the office location as required.

BENEFITS WE OFFER:

  • Financial benefits – competitive salary, annual incentive bonus program & Healthcare of Ontario Pension Plan (HOOPP),
  • Health benefits – competitive extended health and dental benefits, short- and long-term disability programs and life insurance

TO APPLY: Please submit your résumé to

In order to be considered for this position, please include a current résumé or detailed qualifications summary with your application. Only those selected for an interview will be contacted.

Co is committed to fostering a climate of equity, diversity, inclusion, and accessibility. Co respects the diversity of all members of its community and welcomes applications from those who have demonstrated a commitment to the values of equity, diversity, and inclusion. Applications from members of groups that have been historically disadvantaged and marginalized, including First Nations, Métis and Inuit peoples, racialized persons, persons with disabilities, those who identify as women, 2SLGBTQ+, individuals who self-identify on the basis of any of the protected grounds under the Human Rights Code and/or others who may contribute to the further diversification of ideas within its community are encouraged. Co is committed to fair assessment of a candidate's abilities, and consideration for diversity of thought, method, and experience, including non-traditional career paths.

Co is committed to providing a barrier-free environment for all stakeholders, including its participants, employees, job applicants, suppliers, the public and any visitors who may enter its premises, access its information, or use its services. As an organization, Co respects and upholds the requirements set forth under the Accessibility for Ontarians with Disabilities Act (AODA) and its associated standards and regulations and will ensure that Co offers a safe and welcoming environment that is respectful of each person's dignity and independence.

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