Executive Assistant

SEIU Healthcare is a union of more than 67,000 members who are frontline healthcare workers in hospitals, long-term care facilities, and homecare agencies in communities throughout Ontario. We advocate with our members by launching progressive member driven programs, adapting best practices, and encouraging new and innovative ideas. We strive to create a society where workers are valued and rewarded for their work. As a result, thriving workers have a greater opportunity to participate and lead in building healthy communities. We provide a strong voice through collective bargaining, labour relations, and political action to ensure frontline workers are heard and respected when decisions about healthcare are being made.

We are looking for individuals with a desire to amplify the voice of workers. If you are passionate about labour and social justice, share our values, and want to work toward changing the lives of workers, then a career with SEIU Healthcare is for you

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POSITION DESCRIPTION:

The Executive Assistant provides confidential administrative, managerial and strategic support to the Director(s) they are assigned to. They are an extremely important part of our management team that we count on to be well organized, strategic, discreet, detail-oriented and have strong leadership skills so we can keep strategic and operational initiatives moving forward in a coordinated way. We are seeking a dynamic, professional and experienced executive assistant with excellent interpersonal and communication skills. The Executive Assistant will be responsible for executive administration such as report preparation, document/filing management, and supporting various projects and initiatives as directed by the director(s). The Executive Assistant has managerial oversight of all administrative staff within the department or team and is an extension of the Director(s) authority in all matters they may be assigned to oversee or direct.

This position reports to the Director of Strategic Initiatives, and is a full-time role based at our Head Office in Richmond Hill, Ontario.

DUTIES AND RESPONSIBILITIES:

• Director Support and Confidential Liaison

• Provides confidential administrative support to the Directors and acts as a liaison between them and internal and external stakeholders, including support during bargaining, hearings, and other complex or confidential meetings.

• Preparation of both routine and confidential correspondence, ensuring accuracy and compliance with all relevant policies, procedures, and legal requirements.
• Triages and manages correspondence for the Directors to determine appropriate courses of action, referral, and/or response.
• Executes directives, instructions, and other managerial duties as assigned by their director.
• Processes expense claims for the Director and monitors the same for direct reports to ensure compliance with organizational policies and procedures.
• Attends planning and management meetings, prepares agendas, and follows up on action items.
• Gathers, compiles, verifies, and analyzes information with critical attention to detail, ensuring all required documentation is timely, available, and accurate.
• Supports event ideation and execution, including working with the Director and events team on the objectives, overall processes required for execution, and impact-related aspects.

• Other duties as assigned.

• Departmental Operations and Administrative Team Oversight

• Oversees, directs, and manages all administrative staff reporting to the relevant Director or team.

• Works closely with other EAs, the Operations Manager, and HR on operational process development, consistency, compliance, and human resources matters for administrative staff.
• Participates fully in decision-making, strategic planning, and operational development at the departmental level and within the managerial team.
• Leads operational efficiency within the department or team, including decision-making regarding staff schedules, assignments, and determining priorities.
• Ensures clear, timely, and effective communication with internal and external stakeholders to maintain and build the professional reputation of the organization.
• Works collaboratively with the rest of the team to track and prioritize deliverables, provide instructions and support, and enforce organizational policies and procedures.
• Effectively organizes and maintains the filing system to comply with organizational policies and procedures.
• Other duties as assigned.

EDUCATION

At SEIU Healthcare, we understand that the best people do not always have the same access to education, and while post-secondary education is always preferred, we want to make sure nothing stands in the way of finding the right person.

REQUIRED EXPERIENCE

• At least three (3) years' experience as an Administrative Assistant, preferably in a unionized environment.
• Minimum of one year of directly related experience, preferably in a labor union environment.

REQUIRED SKILLS AND QUALIFICATION

• Exercises high level of autonomous decision making and problem-solving skills.
• Strong planning skills, ability to discern priorities, and manage multiple responsibilities.
• Emotional intelligence and professional self-management under pressure.
• Ability to effectively type transcribe and perform other word processing functions using Microsoft Word.
• Experience with providing senior level support, confidentiality and issues management.
• Managerial or team lead experience including management of day-to-day operations, process improvements, coaching and mentoring staff.
• Proficiency in the use of a personal computer, including the ability to use Windows, e-mail, and the internet.
• Ability to work independently and cooperatively with others in a team environment.
• High degree of initiative, good judgement, good organizational skills, and the ability to work under strict deadlines.
• Ability to determine priorities and problem solve with minimum supervision.
• Proficiency in oral and written communication skills.
• Willingness to work long and irregular hours, including weekends and evenings and holidays as required.

PHYSICAL DEMANDS/ WORKING CONDITIONS / ENVIRONMENT

• Repetitive tasks requiring sustained concentration in researching and responding to inquiries.
• Dealing with different personalities and members in challenging situations.
• Remain in the seated position for long periods of time.
• Using a computer for long periods of time.
• Frequent use of the telephone.
• Lifting and moving supplies and materials up to 25lbs.

HOW TO APPLY

Written applications that detail your qualifications and experience should be submitted on our career portal.

Please note that the Employer reserves the right to transfer or assign staff anywhere within the SEIU Local 1 Canada jurisdiction.

WHY SEIU HEALTHCARE?

At SEIU Healthcare, you will find a dynamic and inclusive environment where employees are valued and rewarded for their work. Here are a few things that set us apart:

• Inclusive workplace culture.
• Excellent health, dental and insurance benefits to meet the diverse needs of our employees.
• Generous vacation and sick leave benefits, inclusive supplemental unemployment benefits.
• Fully sponsored employer pension plan.
• Investment in employee growth — personal and professional development options.
• Working towards a common goal by making a real difference in the lives of people.

SEIU Healthcare thanks all applicants for their interest. We are committed to diversity in our workplace and encourage applications from all visible minority groups, women, Aboriginal persons, persons with disabilities among other self-identified diverse groups. We also provide accessible employment practices in compliance with the Accessibility for Ontarians with Disabilities Act ('AODA'). If you require accommodation for a disability during any stage of the recruitment process, please notify Human Resources. Please note that only individuals who are selected for interviews will be contacted.