Executive Assistant

**Requisition Details**:
Employment Status: Regular, Full Time (1.0 FTE)

Program Name: Human Resources

Number of Hours Bi-Weekly: 75

Work Schedule: Days

On Call: No

Location: Anywhere in Ontario or Nova Scotia

**Job Summary**:
The Executive Assistant is responsible for a wide range of functional area priorities providing executive level administrative support ranging from the coordination of information flow within their department, ensuring accurate and timely delivery of senior level administrative services and providing support and direction on appropriate courses of action to managers that report to the Vice President (VP).

**Key Responsibilities**:

- Researches, prioritizes, and follows up on business matters and concerns addressed to the VP, including those of a sensitive or confidential nature; determines appropriate course of action, referral, or response.
- Ensures smooth communication between the VP’s Office, members of the Board of Directors and Committees, as well as internal/external stakeholders, demonstrating leadership to maintain credibility, trust and support with senior management staff and other colleagues.
- Drafts formal communications on behalf of the VPs and Senior Directors.
- Assists with preparing and reporting monthly KPIs for the VP for their respective departments.
- Provides data and information to external stakeholders under tight timelines (e.g. to Ontario Health Teams, or pandemic stats etc.) to respond to stakeholder and departmental priorities.
- Supports departmental budget activities and assists with budget monitoring for the respective department
- Compiles, reviews and analyzes data or information that supports departmental activities.
- Maintains the VP’s calendar ensuring effective prioritization and preparation of required information while working collaboratively with key internal/external stakeholders.
- Documents and populates briefing notes and reports for key stakeholders, Committees and the Board.
- Prepares documentation and correspondence, agendas and reports and gathers background materials.
- Supports departmental leadership team in developing project plans and timelines for departmental priorities.
- Ensure adherence to appropriate internal administrative processes, including the Delegation of Authority Policy.
- Supports the VP in managing confidential performance monitoring of the team, including the 360 process
- Makes recommendations to the departmental leadership team for approval to improve and innovate administrative processes, to increase efficiency (i.e. ensures consistent, efficient processes for AP, AR, statistics and record keeping) and coaches/directs administrative staff to implement or follow new processes.
- Schedules Board Committee meetings, prepares meeting packages, attends and records proceedings, prepares and distributes minutes, communicates committee decisions, and initiates and/or completes any required follow up.
- Provides support and works closely with the Manager Corporate Affairs to ensure that materials for Board meetings from the respective Board Committees are received in a timely manner.
- Liaises with the VP and Corporate Affairs Manager to cascade priorities to the Senior Directors and management team members.
- Coordinates travel for the VP including preparation of materials for meetings (i.e. presentations, documentation, logistics, etc).
- Ensures an up to date records systems both digital and paper.
- Prepares and reviews expense reports and reconciliations.
- Provides administrative support to the senior directors and managers as required, including event management and administrative duties.
- Makes independent decisions regarding planning, organizing, and scheduling of work.
- Undertakes department specific or other special project assignments as required.

**Common Responsibilities**:

- Promotes the goals and values of VON and their role as an integrated community care provider.
- Promotes a safe and healthy workplace ensuring workplace conduct and activities are in accordance with the provincial Occupational Health and Safety Act and Regulations.
- Abides by all VON policies and work practices.
- Abides by all confidentiality and protection of personal information policies, regulations and practices and ensures appropriate safeguards are in place within their role.
- Works in collaboration with other staff in a team approach to service delivery.

**External and Internal Relationships**:

- Interacts frequently with the leadership team to obtain and provide confidential information.
- Interacts with members of the Board of Directors and Committees.
- Interact with cross functional team to ensure smooth communication.
- Interacts and obtains information from senior level external stakeholders such as auditors, funders, external counsel to ensure progress toward department goals and contractual obligations.
- Works in collaboration with corporate staff and leaders to ensure corporate priorities are a