Executive Assistant

Reference number**:OT-22-8-0014**

Position**:Executive Assistant (Ottawa)**

Status**:Full-time, Permanent**

Reporting Manager**:Director**

Hours of Work**:37.5 / week**

**The Opportunity - Executive Assistant**

The Executive Assistant (EA) provides a range of administrative and support services to member(s) of Carefor’s Senior Management Team. The EA is often the first point of contact in coordinating meetings, following up on actions, preparing documents, presentations, and reports, and supporting committees of the Board of Directors.

**Who We Are**:
Carefor is Eastern Ontario’s largest home care and community support services not-for-profit with over 1,500 employees operating in Eastern Counties, Ottawa, and Pembroke-Renfrew County.

Formerly the Victorian Order of Nurses, Carefor has been providing services for over 125 years.

**Key Duties and Responsibilities**
- Supports member(s) of the Senior Leadership Team by:
a) Organizes and maintains internal and external schedules, meetings and events

b) Provides office/site administration support as a key point of contact within the office setting

c) Responds to internal and external correspondence as appropriate

e) Sets up and maintains filing systems

f) Maintains and processes attendance reports, requisitions, documents, contracts, and other materials that require signoff of the Senior Leadership Team

g) Maintains positive rapport with senior management and board members for the effective and efficient coordination, delegation and timely distribution/collection and flow of information and reports required by the Senior Leadership Team

h) Assists member(s) of the Senior Leadership Team with research, collation of information, preparation of reports/contracts/RFP submissions and communication.

i) Assists member(s) of the Senior Leadership Team in preparation of response to inquiries for legal matters, investigations, and release of confidential information with regard to FIPPA and other regulations.

j) Prepares responses to surveys including data collection, preparing executive summaries and reports.

k) Provides other administrative duties as required by the member(s) of the Senior Management Team

l) Arranges registration, hotel accommodations and travel arrangements

2. Supports the Board of Directors by:
a) Serves as coordinator to assigned Board committees including, scheduling meetings, attending, and taking meeting minutes

b) Drafts, prepares, and distributes agendas, correspondence, minutes, communications, and documentation

c) Maintains records of minutes and documentation for assigned Board committee meetings

d) Arranges registration at meetings, hotel accommodation and travel for Board committee members as required

**Supervisory Responsibilities**

None

**We are looking for an individual who is**:

- Highly developed organization and planning skills
- Advanced records management and minute-taking skills
- Strong English writing skills with the ability to interpret information, write meeting minutes, compose correspondence and other reports and documents as required. Bilingual skills are an asset/preferred.
- Exercises sound judgment, tact, diplomacy, and confidentiality in establishing and maintaining positive communications with internal and external stakeholders.
- Thorough knowledge of general office and business procedures and proficient in the use of office equipment and technology including intranet and Microsoft Office products and the ability to adapt to changing technology.
- Ability to take initiative and work independently
- Ability to evaluate situations and use policies and procedures as guidelines
- Ability to work in a fast-paced environment, prioritize, multi-task & meet deadlines

**You will need to have**:

- Minimum of one-year of post-secondary education in Business Administration, Office Administration or similar field, or an acceptable combination of education and experience may be considered
- Minimum of three years’ experience as an executive assistant or in office administration setting
- 1-2 years’ experience in providing support to senior management
- Proficiency with using Microsoft Office (Word, Excel, Outlook, PowerPoint), Adobe Pro and general office equipment
- Experience in coordinating meetings and events, minute taking and compiling reports
- Administration experience within the health sector and/or not-for-profit organization is considered an asset

**Working Conditions**
- Available to work evenings and attend external events on a routine basis
- May be eligible to work on a hybrid basis between home office and corporate office
- Occasional travel may be required within Carefor’s geographic regions (e.g. Cornwall, Ottawa, Pembroke).

**To Apply**:
Please take the time to tell us about yourself in a cover letter - we want to hear your story - your background, your accomplishments, and why this role is a good fit for you at this time.

**Carefor values equity, diversity and inclusion