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Executive Assistant

3 weeks ago

North York, Canada Villa Colombo Toronto Full time

The position requires one to work many evenings, in any given month, to support regular committee meetings, along with the occasional weekend assignment to complete given tasks._

**Responsibilities**
- Support the workflow of the Executive/Senior Team level, including providing administrative assistance (agenda's, meeting minutes, internal and external correspondence, regular reports to the Board of Governors and other bodies including any required research or facilitation thereof )
- Supports, the Chair of the Board, Standing Committees of the Board of Governors, and, as may be required, the Standing Committee Chairs in the discharge of their duties and assignments.
- Manage all duties required for the efficient daily operation of the office including mail, courier, office equipment and answering telephone inquiries
- Organize, lead and mentor other administrative/clerical staff to ensure consistency occurs on administrative tasks completed within Villa Colombo
- Responsible for project management support on all Executive/Senior Team level projects and initiatives
- Manage and update required databases and contact information
- Participate in the drafting, implementation, storage and updates of all administration policies and forms (hard copies and electronically)
- Collect and compile applicable statistical information and submit to Executive Director, Assistant Executive Director and Director, Resident Services for review and analysis
- Support activities related to Accreditation process
- Schedule meetings, arrange teleconferences, book meeting rooms, update online calendar
- Archive management and maintain records of current management activity for future referral
- Greet and screen visitors for the senior team and/or schedule appointments as needed.
- Manage all correspondence to the Family Council and support the Council as necessary.
- Adhere to policies and procedures of Villa Colombo and regulations set out by the Ministry of Health and Long term Care at all times
- Other duties as assigned

**Qualifications**
- Post secondary education in Bus**i**ness Administration or other relevant program required;
- Minimum of 5 years experience supporting executives and senior managers, and Board of Directors work, preferably in a not-for-profit environment;
**Competencies (Behavioural & Technical Skills) & Other Requirements**
- Strong computer skills, particularly in the Microsoft Office Suite: Outlook, Word, Excel, PowerPoint; experience with Visio an asset;
- Excellent time management and prioritization skills including the ability to multi task in a fast paced environment;
- Exceptional organization skills including a high level of attention to detail, excellence in follow up and a demonstrated sense of urgency;
- Advanced knowledge of modern office management techniques and procedures
- Superb interpersonal, written and oral communication skills with the ability to effectively interact at all levels internally and externally;
- Good judgment, tact and diplomacy and a strong sense of discretion;
- Ability to anticipate requirements and assume responsibility with mínimal supervision;
- Strong team and customer service orientation;
- High energy, flexibility and agility to meet the demands of the role in a dynamic environment;
- Knowledge of Long Term Care/ Health Care would be an asset; and
- Ability to articulate and demonstrate resident safety strategies
- Demonstrates understanding of, and compliance with, responsibilities under the Occupational Health and Safety Act, Regulations and the organizations’ health and safety plans, policies and procedures. Attend Health and Safety in-services and takes action to address unsafe conditions and procedures, to ensure a healthy a safe work environment.
- Demonstrates understanding of, compliance with, and commitment to, resident/client safety responsibilities and corresponding organizational plans, policies and procedures in order to ensure a safe environment for resident/client. Attend resident safety in-services and takes action to address unsafe conditions and procedures.
- Ability to converse in Italian would also be a definite asset.
- We thank all applicants for their interest. Only those selected for an interview will be contacted._

**Salary**: $42,466.74-$74,408.02 per year

**Benefits**:

- Company events
- Company pension
- Dental care
- Disability insurance
- Extended health care
- Life insurance
- Vision care

Flexible Language Requirement:

- French not required

Schedule:

- 8 hour shift
- Day shift
- Evening shift
- Monday to Friday

**Education**:

- Bachelor's Degree (required)

**Experience**:

- Executive Assistant: 5 years (required)

**Language**:

- Italian (preferred)

Work Location: One location