Executive Assistant

Come join us and help make a difference in the lives of older adults As employees at a Verve Senior Living Retirement Residence, our primary goal is to help each person, have a great day, every day Our employees thrive on collaboration and have a passion for excellence, achieving multiple awards including the Order of Excellence in Quality, from Excellence Canada. As part of our team, the things you do are key to helping us achieve our shared vision of helping seniors live longer, better. Oh, and you’ll also have a lot of fun doing it. Want to join us?

**ACCOUNTABILITY OBJECTIVE**

This position will provide executive-level support to the CFO and will be responsible for the following: managing all administrative aspects in support of the CFO (including calendar, correspondence, travel); preparing documents and handling confidential information, coordination and support for meetings and applicable committees; and managing the department documents and filing system. This position is also the Office Manager for our Corporate Office, providing courteous and professional reception for the business as well as organizing and leading the interface with all related functions, including on-site security, maintenance, postal and technology.

**BACKGROUND/QUALIFICATIONS**
- 5+ years of experience working with senior level executives with College/University degree desirable
- Extremely proficient in Microsoft PowerPoint, Word, Excel and Outlook;
- Exemplary planning, attention to detail and time management skills
- Ability to multitask and prioritize daily workload
- Discretion and confidentiality

**KEY RESPONSIBILITIES**

Administrative in Support of CFO

Ensures the administrative requirements of the CFO are met including:

- Calendar management for CFO including co-ordination and as appropriate, initiation of appointment schedules, travel arrangements and conference registrations;
- Composition of correspondence in reply to general company information inquiries made of the CFO, as well as responses as delegated;
- Organization and maintenance of appropriate filing systems;
- Preparation of expense reports;
- Process invoices addressed to or authorized by the CFO

**Finance Support/Other**
- Assist with fulfilment for reporting requirements for insurance, property taxes etc
- Oversee and keep records for insurance administration. Assist the Director of Operations, Finance with yearly insurance renewal for all properties.
- Support the reporting and administrative requests of the external auditors and other compliance requirements
- Oversee and keep records for CRA correspondence, tax numbers and access to information
- Maintains management agreements/contracts.
- Supervises the scheduling for surveys conducted at homes and residences in Ontario and prepares and distributes a summary of information provided in the responses.
- Administration and management of physical file storage.
- Assist the VP, Finance and Director of Operations Finance with scheduling various finance meetings throughout the year
- Maintains the Finance page on the Verve Share Point hub

**Reception**

Covers the reception desk and Receptionist duties in conjunction with Office Assistant

Provides backup support for the Office Assistant for the following tasks:

- Ensures prompt delivery of incoming mail, couriers and deliveries to the appropriate mail slots, and is responsible for all daily outgoing mail, couriers, deliveries and group mailings
- Arranges courier services for the office as required. Periodically reviews courier services and prices, and makes recommendations where improvements are needed.
- Maintains the reception area in a neat and orderly manner and ensures the supply rooms are kept clean and organized.
- Maintains general office supplies including letterhead stationery, paper supplies, printer cartridges, and orders both general and specific (staff) office supplies. Maintains kitchen items (coffee, tea, napkins, paper towels, dish soap, etc.) at approved inventory levels, ensuring the best possible prices and value. Fills photocopiers with paper at the end of each day.
- Arranges for donation and pick-up of obsolete equipment (eg. computers, toner cartridges, etc.)

**Administrative Support**
- Checks and approves courier and phone invoices for payment.
- Ensures sufficient postage is maintained on the postage meter.
- Organizes committee to decorate reception area for the season/holiday in a tasteful, professional manner.
- Orders business cards and name badges for office staff. Orders name plates for new employees.
- Arranges carpet cleaning with building superintendent and communicates any notices from building superintendent (eg. carpet cleaning, window washing, special events, etc.)
- Orders office equipment and supplies from approved supplier and places service calls if required
- Coordinates and organizes shredding services including regular and on-demand services (eg. year-end shredding.)
- Negotiates with outside