Senior Executive Assistant To The President And Ceo And Board Of Directors

Internal/external postingjob title: Senior Executive Assistant to the President and CEO and Board of Directors
job ID #: ADM MGMT SEA 26-1022
department: Office of the President and Chief Executive Officer
reports to: President and Chief Executive Officer
salary range: $85,000 per annum
status: Fulltime, Permanent
hours: 37.5hoursper week
Who we are:Sherbourne is a leading provider of quality health care and transformative support to people who face social, economic, and other systemic barriers. Our mission is to be a dynamic provider of integrated health services, community programs and capacity-building initiatives that enable people and diverse communities to achieve wellness.
Sherbourne provides innovative health care and social services to the diverse urban population of southeast Toronto. While our doors are open to everyone, we focus on people experiencing homelessness or who are under-housed;
2SLGBTQ+, and newcomersto Canada. We are funded by the Ministry of Health, Ontario Health, Ministry of Community, Children and Social Services, the City of Toronto and many generous donors and foundations.
about the role:The Senior Executive Assistant to the President and Chief Executive Officer (CEO) and the Board of Directors provides confidential executive support to the Office of President and CEO, Board of Directors and Board Committees. The Senior Executive Assistant coordinates and organizes the Annual General Meeting, all aspects of regular and ad hoc meetings of the Board and its sub-Committees and working groups, and provides executive support to the CEO as well as certain general office administrative functions.
Scope of the MandateThe Senior Executive Assistant is responsible for the administrative functions of the Office of the President and CEO and Board of Directors. They are responsible for ensuring that all documentation, such as governance policies, meeting minutes are developed, disseminated, stored and kept up to date. The Senior Executive Assistant organizes meetings, scheduling and confirming appointments, taking and distributing minutes and other executive administrative tasks. They provide professional, confidential and timely executive support.
Working at SherbourneAtSherbourneHealth, we care about our staff and recognize that our biggest strength is our people. We have a solid commitment to life-long learning which isdemonstratedthroughour professional development program. We invest in collective work and staff training to improve client care. We supplement this by creating a low-barrier work environment built on equity and respect, while working together in caring, cohesive teams and providing opportunities for advancement.
we believe in work-life balance and offer:
A competitive salary.
Membership in Healthcare of Ontario Pension Plan (HOOPP).
Four weeks of vacation per year (to start).
Five personal days per year.
An extended healthcare and dental package.
Long-term disability insurance.
Life insurance.
An employee assistance plan.
A generous professional development plan: up to $1300 to be used towards learning activities.
Six fully paid professional development days per year – related to position/responsibilities.
Responsibilities and Tasks:Office of the President and CEO Support:
Manages calendar of appointments and extensive rescheduling, while keeping President and CEO informed.
Plans, coordinates and ensures the President and CEO’s schedule is followed and that the President and CEO is adequately prepared for their appointments and other commitments.
Optimizes meeting efficiency, ensures logistics, pre-reading and follow-up items for every meeting are expedited and actioned in accordance with deadlines, and that suitable preparation time is allotted.
As directed, communicates directly, and on behalf of the President and CEO, with Board members, the management team, external stakeholders, and others on matters related to President and CEO’s work.
Oversees the information flow, research, prioritization, and follow-up on incoming issues and concerns addressed to the President and CEO, including those of a sensitive or confidential nature.
Prepares presentations and documentation as assigned.
Completes monthly expense reports, monitors budget, and reconciles VISA bills.
Files all hard copy and electronic documentation related to the Office of the President and CEO including minutes, policies, general correspondence, and all documents.
Makes, Receives and directs telephone calls on behalf of the President and CEO.
Maintains accurate, organized files and databases (contacts information, corporation membership, mailing lists).
Reviews and sorts President and CEO’s mail (hard and electronic), identifies actions required and acts independently, where appropriate.
Ensures that Presidents and CEO’s time away from work is recorded in a timely manner and is accurate in the time and attendance system.
Other duties as assigned.
General Administration:
Manages the administrative functions of the Office of the President and CEO and Board of Directors.
Records minutes at meetings: Board, Committees and Working Groups, Senior Management and Management team, and others as assigned.
Proactively solicits agenda items for meetings.
Collects and distributes documents in a timely manner ahead of meetings, including the agenda, minutes, policies, reports and other materials pertinent to the meeting.
Acts as main liaison for planning and coordination of the Annual General Meeting.
As directed by the President and CEO, drafts correspondence, memos, reports in Excel and prepares PowerPoint presentations, when required.
Responds to enquiries from Board and Non-Director Committee members and community members.
Prepares and maintains annual schedule for Board and Committee meetings and distributes the schedule to the President and CEO, Board members and Non-Director Committee members.
Maintains Sherbourne Health’s By-laws, Rules and Regulations, Board Committee Terms of References, Governance Policies and Procedures and Board Orientation materials and Manual.
Organizes catering for all Board, Committee and Management meetings and retreats, including set up and clean up.
To thrive in this role, you’ll neededucation/experience/skills/abilities:
Completion of a post-secondary degree and a minimum of 5 years of relevant and progressive work experience supporting senior and/or executive offices and Boards within a complex organization, or the equivalent blend of education and work.
Experience and advanced demonstrated proficiency with all computer applications (Word, Excel, Access, PowerPoint, Visio, Email Application, etc.);
ability to adapt to change and learn new applications.
Demonstrated experience providing confidential executive support, exercising judgement in planning and problem-solving of priorities, upcoming events and ongoing issues.
Experience overseeing all administrative functions, including project managing, coordinating the President and CEO’s calendar, organizing meetings, events, special projects, file management and financial administration.
Experience researching and collecting documents from a variety of sources to capture all relevant background material (agenda, purpose of meeting, biographical materials etc).
Demonstrated excellent oral and written communication skills to create correspondence, project summaries, presentations, proposals, reports, and conceptualizing materials to meet the needs of the target audience.
Excellent interpersonal skills to liaise with the internal and external stakeholders.
Strong attention to detail and analysis of emerging issues and variances in the status tracking of activities.
Ability to work independently and as an effective team-member;
demonstrated ability totake initiative and exercise sound judgment.
Strong time management skills are required to effectively prioritize and meet multiple conflicting deadlines with minimal supervision.
Ability to manage ongoing maintenance of efficient administrative and document management systems (paper/electronic) and processes for the office.
conditions of employment:
Offer of employment is contingent upon satisfactory outcome of background checks i.E., professional references, education verification, criminal background checks, and vulnerable sector checks.
Understands and works within the Occupational Health and Safety Act (OHSA), Personal Health Information Protection Act (PHIPA), Accessibility for Ontarians with Disabilities Act (AODA), the Ontario Human Rights Code, Ontario Health Protection and Promotion Act, and other relevant legislation, including, but not limited to, regulations for the safe preparation and quality of food.
Demonstrates a commitment to a healthy and safe workplace for self and others (staff, patients, families, etc.) by taking all reasonable precautions and working in compliance with SHC related policies, health and safety legislation and best practices.
working conditions:This position requires working in a fast paced environment meeting the needs of multiple stakeholders. Time management, multi-tasking, organization and prioritizing are essential.
Work is performed in Toronto. Regular evening work is expected and flexibility to work overtime and/or adjust hours during peak periods or as required by the demands of the position is essential.
Sherbourne is dedicated to building an organization that reflects the diversity of our clients and the communities we serve. This includes diversity in languages spoken, culture, race, sexual orientation, and gender identity. Requests for accommodation due to disability can be made at any stage in the recruitment process.
We thank all applicants for their interest but only those selected for further consideration will be contacted.
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