Executive Assistant

**Department**:Administration

**Position**:Executive Assistant

Weekdays 9:00am-5:00pm (75 hours a bi-weekly)

Weekends and evening work may be required.

**Status**:Permanent Full Time

**Date Required**:ASAP

Reporting to the Executive Director the Executive Assistant provides confidential administrative support to the Executive Director, the Assistant Executive Director, the Director, Resident Services and to the Villa Colombo Board of Governor to meet the strategic and operational goals of the organization.

**RESPONSIBILITIES INCLUDE (but are not limited to)**:
**Administration 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 Long-Term Care.
- Assist with Human Resources related work, i.e., check employment references, review, and select resumes for interviews, schedule interviews, etc. as assigned.
- Other duties as assigned.

**Supervision of Reception**
- Hires, schedules, direct, disciplines, evaluates, terminates scheduling staff.
- Responsible for creating schedules and ensuring staff are replaced.
- Ensure that staff attend to calls, visitors and other inquiries in a timely manner.
- Responsible for recruitment and termination and termination of reception employees.
- Ensure staff have completed all mandatory training.
- Conduct annual job performance review, identify skills gap and provide mentorship and/or educational opportunities.
- Review and approve time off requests.
- Other related duties as assigned.

**EXPERIENCE & EDUCATION**
- Post secondary education in Business 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)**
- 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