Executive Assistant

**Title**: Executive Assistant

**Start Date**: July 2, 2025

**Reports to**: Executive Director

Opening its doors in the summer of 2025, Hospice of Elgin is redefining end-of-life care for individuals and families in Elgin County. Our ‘cottage-like’ facility will have the honour of caring for individuals and their families by providing expert care at end-of-life.

Hospice of Elgin will provide wrap-around care to individuals by addressing pain & and symptoms, while also supporting the psycho-social, spiritual and practical needs of the individual. At Hospice, we are committed to supporting exceptional care at the end of life.

Join Us. Come be a part of the exciting journey.
**Position Summary**:
The Executive Assistant supports the Executive Director and the Manager of Hospice Care. Key accountabilities of this position include:
**Administrative Functions**
- Supporting the Executive Director’s participation in and/or delivery of meetings, presentations and other projects through the preparation of relevant documents, reports, summaries, research and analysis.
- Planning and coordinating of Board and Board Committee Meetings; including agendas, preparing and distributing meeting materials and packages, meeting calendars, and minutes.
- Maintaining an up-to-date knowledge of the governance processes and protocols of Hospice of Elgin.
- Attending meetings, as required, to record and produce minutes.
- Supporting the Manager of Hospice Care as needed to ensure appropriate staffing is in place to allow for shift coverage for vacation, sick calls, etc., for all areas under the responsibility of the Manager of Hospice Care.
- Providing administrative support to both the Executive Director and the Manager of Hospice Care, including liaison with technical support providers, preparing and reviewing internal and external correspondence, and managing the calendar of appointments.
- Database entry and maintenance of all statistics.
- Liaise with internal and external stakeholders on behalf of Hospice of Elgin.
- Assist with other special projects/duties as assigned.

**Client Administration & Navigation**
- Providing client inquiry follow-up and scheduling client intake.
- Communicating with clients in regard to changes, updates and cancellations
- Registering clients for all appropriate services and programs
- Maintaining an accurate list of client participation in services and programs
- Monthly mailing of programs and services

**Community Room Scheduling & Support**
- Responding, scheduling, confirming and communicating to internal and external meeting requests
- Ensuring refreshments and/or catering requirements are identified, communicated and provided, according to Hospice protocol
- Providing support and/or assistance for groups utilizing meeting space, including technological support

**Qualifications**:

- Degree or diploma in Office Administration or a related discipline
- Three to five years of experience as an Executive Assistant or in a related role
- Advanced level Microsoft Office skills (Excel, Outlook, PowerPoint, Word)
- Excellent problem-solving and judgment ability
- Ability to effectively communicate both verbally and in writing
- Experience managing schedules and supporting multiple people.
- Experience working with volunteers.
- Proven ability to organize activities and effectively communicate with confidence and professionalism.
- Demonstrated time management skills and ability to work in a busy environment with multiple priorities.
- Physically able to move furniture and lift up to 40 lbs.
- Ability to work well with a team and take direction.
- Ability to prioritize and manage conflicting demands
- Ability to work independently as well as part of a team
- Exhibits a high level of emotional intelligence and maturity
- Experience in customer service, with an ability to meet and exceed client and visitor expectations.
- Embody a warm, caring, calm and genuine approach when interacting with others.

**Compensation**

$38,000 - $41,000 annual salary

**Equal Opportunity Employer Statement**

**Application Acknowledgment**
We thank all applicants for their interest in joining our team. Only those selected for an interview will be contacted.

Schedule:

- Monday to Friday

Work Location: In person

Expected start date: 2025-07-02