Executive Assistant – 13 Month Contract

Job title:

Executive Assistant – 13 Month Contract

Company

Heart & Stroke

Job description

At Heart & Stroke our mission is to promote health, save lives and enhance recovery. We are committed to a culture that exemplifies our core values: champion health, practice humility, embrace change, drive impact, learn and grow and be heartfelt as we work together to beat heart disease and stroke.We believe in equity, diversity and inclusion ― it’s embedded in our values and core mission work to support all people in Canada to lead healthier lives. We are committed to applying this principle to cultivate a welcoming environment that embraces diversity among our employees. Candidates from diverse backgrounds, including but not limited to, Indigenous peoples, racialized communities, 2SLGBTQIA+ communities, women, and people living with disabilities are encouraged to apply.To learn more about our mission, values, commitment to EDI, and the difference Heart & Stroke makes in the lives of people in Canada at every age, pleaseThe opportunityThis is a 12-month contract and hybrid working role. Candidates must be able to
travel to the Toronto office up to several times a month, when required.Reporting to the Manager, Governance and Executive support on the strategic operations team, this role provides senior-level administrative support and coordinates communication and information requests for the Executive Vice President (EVP), Strategic Operations. Additional administrative support and coordination may also be provided others on the strategic operations leadership team.This role also coordinates activities related to supporting timely and appropriate communications and administration for the finance committee, the board and other committees as needed. Working with the EVP, the individual will establish administrative systems and processes as required and coordinate with respective leads to help ensure the team delivers on its strategic objectives.The executive assistant exercises initiative and independent judgment in managing the EVP’s schedule and daily activities and therefore must be highly organized. They use discretion in the dissemination of information to committee Members, team members, colleagues and external stakeholders. Flexibility, collaboration, good judgment, tact and diplomacy are essential, as well as an unflinching commitment to confidentiality.This role will successfully support the coordination of organizational wide, in-person events by working collaboratively with internal support teams to coordinate catering, transportation, accommodation, participant, equipment and audio-visual requirements. As such, they will be the first point of contact for participants with event-related enquiries and proactively address any arising issues and troubleshoot any emerging problemsHow you will make an impact every dayAdministrative Support

• Provide senior-level administrative and confidential/discrete support to the EVP including calendar management, coordination of meetings, preparing meeting materials, travel arrangements and other administrative tasks
• Provide occasional administrative support to department senior leadership team (VP Finance, VP operations, Director, Strategy Implementation and Integrated. Planning, Director, Marketing Analytics and lead, strategic initiatives).
• Support the EVP to navigate, facilitate and coordinate the development of key deliverables and review of materials for his/ her full portfolio (e.g., committees, planning, etc.)
• Support the planning and coordinating of administrative procedures and systems and devise ways to streamline processes.
• Manage electronic filing system, creating files and records as necessary using professional judgment and knowledge of office requirements, updating files and records, determining retention and purging, and retrieving files and documents as needed.
• On behalf of the EVP, monitor leave requests from reporting staff and track team vacations.
• Process, record and track expenses and other contractual documents requiring approval for which the EVP and team is accountable
• Process purchase orders, supply orders, administrative claims and invoices for the team.
• Coordinate with other staff to plan, organize and co-ordinate department or organizational wide meetings and interdepartmental projects. Provide in-person or virtual meeting/video conference support.
• Provide vacation coverage for other executive assistants as needed
• Handle designated administrative projects for the EVP or SLT and keep project lead apprised of the progress and outcomes of such projects as required

Internal and External Relationship Management

• Act as first contact for EVP by providing appropriate direction to requests while ensuring efficiencies in scheduling, and by responding with judgement, discretion and diplomacy
• Organize departmental and leadership meetings, coordinating agendas and materials with the SVP and reach out to colleagues to ensure materials/requirements are met in desired timeframe.
• Liaise with other teams and volunteers as an ambassador of the office of the EVP
• Determine appropriate course of action, referral and or/ respond to inquiry calls or queries from internal and external stakeholders (e.g., employees, donors, senior volunteers, board members,
• vendors, organizations, etc.) ensuring that all such correspondence is handled professionally and in a timely manner
• Anticipate and support internal meetings, external meetings, including timely scheduling, pre- and post- documentation.
• Collaboratively provide assistance to other departments as appointed on a project basis

Who we needEducationPost-Secondary education with a focus on business administrationExperience

• 3-5 years relevant administration experience and coordination of similar activities for an executive office
• Proven project coordination and/or management experience across a whole department/function
• Experience supporting confidential and senior-level decision-making, demonstrating discretion

Skills

• Professional telephone and email correspondence manner.
• Superb interpersonal skills along with outstanding verbal and written communication skills
• Knowledge of administrative processes, practices, and procedures and able to support adherence/compliance to corporate requirements, templates and policies
• Superior ability to maintain confidentiality at all times and display a high degree of discretion.
• Ability to take the initiative and be self-directed, assessing and determining priorities
• Knowledge or experience working in multi-level/matrix reporting organization
• Highly organized and able to multitask
• High attention to accuracy, detail and quality, with an analytic and problem-solving mindset
• Excellent organizational, interpersonal and relationship-building skills
• Ability to grasp new concepts quickly and respond in a fast-paced department is an asset
• Proficient in computer applications for administration and information management (i.e., SharePoint, Excel)
• Exceptional computer skills with sound working knowledge of all MS Office Suite applications (MS Word, PowerPoint, Microsoft Outlook)
• Digital fluency including demonstrated proficiency with web conferencing programs like Zoom, MS Teams, and the MS suite of programs.

What we offerIn addition to a competitive salary, Heart & Stroke believes that time off is integral to the personal health and wellness of our employees. We offer paid wellness days and personal days. In addition, we provide health, medical, dental and vision benefits. Furthermore, our staff enjoy flexible hybrid working arrangements and support with reimbursement for mobile phones and home office set up.Apply nowIf you want to join the fight to beat heart disease and stroke while building an engaged and giving community, apply by September 3, 2024. Applicants must be currently residing in Canada and legally entitled to work in Canada.To learn more about our mission, our values and the difference Heart & Stroke makes in the lives of people in Canada at every age, please .We are committed to fostering an inclusive, barrier-free and accessible environment. If you have been contacted for an interview and require accommodation to participate in the recruitment and selection process, please advise and we will work with you. At this time, interviews are currently being conducted via phone or video call, so we look forward to ‘virtually’ meeting you!Powered by JazzHR

Expected salary

Location

Toronto, ON

Job date

Fri, 23 Aug 2024 00:43:34 GMT

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