Executive Assistant

Job Summary

The Glebe Centre Inc. is a charitable, not-for-profit long-term care home that provides specialized care to 254 Residents and provides community programs and support services to seniors in the Ottawa community. Our team of 450 employees touches the lives of seniors and their families every day. Our employees are committed to providing a secure home and meaningful person-centred care with compassion through supportive relationships, enhanced sensitivity, and dedication to our residents and clients.

The Glebe Centre is currently looking for an experienced Executive Assistant to be a supportive force who empowers our senior leadership. The ideal candidate will be a proactive problem solver with exceptional communication skills and meticulous attention for details. This person should have experience working in an office environment, performing administrative duties, and providing support to managers. Given the dynamic nature of the executive landscape, we rely on executive assistants to be flexible and consistent while maintaining the confidentiality of high-level systems and operations.

Responsibilities

• Support the CEO and provide additional support to the Board of Directors, as directed, to ensure that goals and objectives are accomplished and that operations run efficiently.
• Provide high-level confidential administrative support to CEO first and foremost, and the Senior Leadership team as required.
• Manage and maintain CEO's calendar of appointments, schedules and travel arrangements.
• Arrange & coordinate meetings/events (Board retreats, events, etc.)
• Screen CEO's emails, archive and professionally compose replies /correspondence on behalf of the CEO when required.
• Prepare reports, presentations and memos when required
• Liaise with Leadership team on behalf of the CEO.
• Maintain and refine internal processes that support leadership and coordinate internal and external resources to expedite workflows.
• Liaise with internal and external stakeholders' on various projects and tasks.
• Plan and orchestrate work to ensure that priorities are met, organizational goals are achieved, and best practices are upheld.
• Maintain both paper and extensive electronic filing system (Outlook and other).

Required skills and qualifications

• Seven or more years of executive level support, preferably CEO/C-Suite levels.
• Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Willingness to perform office management duties.
• Proactive approaches to problem-solving and decision-making capability.
• Strong interpersonal skills and the ability to build relationships with stakeholders including staff, board members and external partners.
• Expert level written and verbal communication skills, including the ability to ask clarifying questions and work with senior management, internal and external clients.
• Strong time-management skills and an ability to organize and coordinate multiple concurrent projects.
• Proficiency with office productivity tools and an aptitude for learning new software and systems.
• Flexible team player, willing to adapt to changes and unafraid of challenges.
• Ability to maintain confidentiality of information related to the company and its employees.

Preferred skills and qualifications

• Experience in overseeing budgets and expenses.
• Experience in developing internal processes and filing systems.
• Experience with Microsoft Office and software applications.
• English fluency required and French fluency preferred.

The Glebe Centre is an equal opportunity employer that values diversity in the workplace. We are committed to building a diverse and inclusive workforce that reflects the community we serve. We welcome and celebrate the valuable differences among each of us and accept applications from all qualified persons.

TO APPLY: Please forward cover letter and resume to Diane Giusto, DHR. Email: Please note only applicants selected for an interview will be contacted.

Job Type: Full-time

Pay: $30.74-$33.75 per hour

Expected hours: 37.5 per week

Benefits:

• Company events
• Company pension
• Dental care
• Employee assistance program
• Extended health care
• Life insurance
• Paid time off
• Vision care

Work Location: In person