Executive Assistant

**THE ROLE**

FUNCTIONAL AREA: Administrative support to the Leadership Team
REPORTS TO: CEO
**HYBRID ROLE**

**JOB OVERVIEW**

Spring Living Retirement Communities was established in 2021 and is one of Canada’s fastest growing companies (Globe and Mail, Sept 2024), currently owns and operates 22 retirement residences in Ontario and Quebec with a management team and office that manages the Quebec residences under the Horizon senior living brand.

Spring Living is seeking a motivated, experienced Executive Assistant to provide a full range of bilingual administrative support to the leadership team. The Executive Assistant must thrive in a fast-paced work environment, managing multiple activities daily, liaising with numerous stakeholders.

**ROLES AND RESPONSIBIITIES**

**Executive Support**
- Provide executive administrative support to the CEO including scheduling, managing travel, preparing presentations, managing meetings, agendas, itineraries
- Provides support for the company social media strategy working with the sales and marketing team
- Utilizes and adapts current tools and methods including AI to streamline business practices including document management, meetings, action plans, business plans, communications, etc.
- Triage all external requests and inquiries from the hot line, website and other sources
- Provide administrative support to the senior leadership team as required including travel arrangements
- Maintain the Spring Living corporate calendar and the associated records/documentation and actions
- Provide support and for coordination of the annual, quarterly and weekly meeting schedule
- Prepare and coordinate meeting materials including power point presentations, excel documents and coordination and documentation action plans and milestones
- Develop and maintain an online document management and version control method for efficient filing system to ensure reports,
- Maintain current programs and provide admin support to regulatory requirements (licenses, policies, education programs, etc.)
- Drafts correspondence for key stakeholders
- Maintain stakeholder contact data base
- Communicate effectively verbally and in writing; and coordinate various aspects of internal and external communications
- Translate documents, presentations, etc.
- Other duties as assigned by the CEO

**Financial Administration**
- Prepare and maintain the budget for the administrative offices of Spring Living, support for expense claim preparation, credit card payments, reconciliation of financial transactions with expense account
- Investigate, follow-up and approve expense claims of behalf of the Executive in a timely manner.

**KEY ATTRIBUTES FOR SUCCESS**
- Ability to deal with highly sensitive, confidential information and situations in a professional and discreet manner
- Proven ability in dealing with complex, sensitive and confidential matters
- Strong problem-solving skills with the ability to independently identify and implement innovative solutions.
- Must be proactive in addressing challenges and continuously seeking more effective methods with mínimal supervision.
- Impeccable time management skills

**QUALIFICATIONS AND EDUCATION**
- Must be bilingual fluent in French and English
- 3+ years in an administrative support role supporting C- Level executives
- Post-Secondary education in a related field.
- Advanced Word, PowerPoint and Outlook skills.
- Intermediate to advanced Excel skills
- Strong social media skills
- Exceptional written and verbal communication skills
- Attention to detail and time management skills
- Strong teamwork and collaborative skills

In accordance with Spring Living’s duty to protect the health and safety of team members and residents, all team members are requested to be fully vaccinated by the Canadian approved COVID-19 vaccine prior to the start of their first shift. Proof of vaccination is required.

Statement of Commitment
- Spring Living is committed to ensuring equal access and participation for people with disabilities. We are committed to treating people with disabilities in a way that allows them to maintain their dignity and independence. We believe in integration, and we are committed to meeting the needs of people with disabilities in a timely manner. We will do so by removing and preventing barriers to accessibility and by meeting our accessibility requirements under Ontario’s accessibility laws.

Added to careers SL is committed to fair and accessible employment practices. If you require accommodation (including but not limited to, an accessible interview site, alternative format documents, ASL Interpreter or Assistive Technology) during the recruitment and selection process, please let us know.

**Job Types**: Full-time, Permanent

Ability to commute/relocate:

- Toronto, ON: reliably commute or plan to relocate before starting work (preferred)

**Education**:

- Secondary School (preferred)

**Language**:

- English and French (preferred)