Executive Assistant to CEO

We have an exciting opportunity for an Executive Assistant to the CEO/President of Schlegel Villages to join our team.

The Hiring range for this role is $70,000-$90,000 annually. 

This position is located in  Kitchener , in person. 

This is an opportunity to work closely with a senior Executive in a dynamic, fast-paced environment where discretion, sound judgment, organization and initiative are essential. The successful candidate will be a trusted partner who anticipates needs, manages competing priorities and ensures the Executive is well supported and able to focus on key organizational priorities.

YOU WILL BE RESPONSIBLE FOR:

Executive Support

• Provide high-level, proactive administrative support to the Executive, acting as a trusted point of contact and extension of the Executive’s office.


• Manage a complex and frequently changing schedule, including business and personal appointments, while anticipating scheduling needs and resolving conflicts.


• Manage and maintain a comprehensive contact database, ensuring information is current, accurate and easily accessible.


• Effectively assess and prioritize competing requests and demands, using sound judgment and discretion to determine what requires the Executive’s attention and what can be addressed independently.


• Proactively track commitments, follow up on outstanding items and ensure projects, requests and action items move forward to successful completion, often within tight or changing deadlines.


• Coordinate and organize meetings, conference calls, presentations, appointments and travel arrangements, ensuring all required information and materials are prepared in advance.


• Coordinate multiple calendars and stakeholders, using a high degree of diplomacy, negotiation and organization to find solutions that meet competing needs.


• Prepare meeting agendas, briefing materials and other documents as required.


• Maintain a highly organized and professional office environment for the Executive, ensuring information, resources and materials are readily available.


• Anticipate the Executive’s needs and proactively identify opportunities to improve efficiency, organization and communication.

Correspondence & Relationship Management

• Serve as a professional and responsive first point of contact for inquiries directed to the Executive, including concerns or requests from Team Members, residents and families.


• Exercise discretion and good judgment when determining how inquiries should be handled, resolving matters independently where appropriate and redirecting issues to the appropriate leader when required.


• Screen and redirect incoming calls, including cold calls, to the appropriate leader or department.


• Monitor the Executive’s email, organize and file correspondence, identify outstanding items and proactively follow up on matters requiring attention.


• Draft, prepare and coordinate correspondence, transmittals, submissions, letters and other communications on behalf of the Executive.


• Review invoices and supporting documentation for accuracy and completeness, obtain required approvals and submit for processing.


• Manage incoming and outgoing mail and correspondence.


• Liaise professionally with internal leaders, Team Members and external consultants, partners and other stakeholders.


• Build and maintain positive, professional relationships with a wide range of internal and external contacts.


• Respond to inquiries on behalf of the Executive by telephone, email or written correspondence, ensuring communication is timely, professional and aligned with the organization’s values.


• Represent RBJ Schlegel and the Executive’s office with professionalism, discretion, courtesy and respect at all times.

Administrative & Project Support

• Coordinate and manage special projects, assignments, events and other priorities on behalf of the Executive, ensuring timelines and deliverables are effectively managed.


• Take ownership of assigned projects from initial planning through to completion, coordinating stakeholders and following up on outstanding actions as required.


• Coordinate and oversee the annual reception, including planning, logistics, communications and coordination with internal and external partners.


• Prepare and submit benefit claims and related documentation for the Executive and family members, ensuring accuracy and timely submission.


• Prepare, reconcile and submit monthly expense reports for the Executive.


• Provide administrative support to other members of the administrative team on a one-off or as-needed basis.


• Help facilitate communication, information sharing and collaboration between RBJ divisions and departments.


• Support the Executive with presentations, reports, meeting materials and other documentation as required.


• Identify opportunities to streamline administrative processes and improve the flow of information across the Executive’s office.

Information & Document Management

• Maintain an organized and accurate electronic filing system on the central server, ensuring documents are appropriately named, stored and readily accessible.


• Maintain paper-based files where required, ensuring appropriate organization, retention and confidentiality.


• Manage the flow of information received by the Executive’s office, determining appropriate filing, distribution, follow-up and retention.


• Retrieve and prepare files and information as required, ensuring documents can be located quickly and efficiently.


• Maintain a high level of organization and attention to detail when managing confidential and sensitive information.


• Ensure information is handled appropriately and in accordance with organizational requirements and expectations for confidentiality.

THE SUCCESSFUL APPLICANT WILL HAVE/BE:

• 5+ years of experience providing executive-level administrative or Executive Assistant support, ideally in a fast-paced and complex environment.


• A business-related degree or diploma and/or an equivalent combination of education and experience.


• Advanced proficiency with Microsoft Office, including Outlook, Word, Excel and PowerPoint.


• Highly organized with exceptional attention to detail and the ability to manage multiple priorities simultaneously.


• A proactive, solutions-oriented individual who naturally anticipates needs rather than waiting to be asked.


• Trustworthy, dependable and highly motivated, with the confidence to work independently and take ownership of responsibilities.


• Demonstrated discretion and the ability to handle confidential and sensitive information with the highest level of professionalism.


• Excellent written and verbal communication skills, with the ability to communicate effectively with individuals at all levels of an organization.


• Strong interpersonal skills and the ability to build positive relationships with a diverse range of internal and external stakeholders.


• Comfortable working in a fast-paced environment where priorities can shift quickly and deadlines are often competing.


• Able to exercise sound judgment, assess situations independently and determine appropriate next steps without constant direction.


• A strong sense of accountability and follow-through, with the ability to track details and ensure commitments are completed.


• Comfortable navigating sensitive or challenging situations with diplomacy, professionalism and discretion.


• A team player who is willing to step in and support others when needed.


• Professional, polished and approachable , with the ability to represent the Executive and RBJ Schlegel with confidence and courtesy.

*Current Team Members - please make sure you are logged into your Crossroads before applying*

You can be you while being part of our Family!

How Schlegel Villages supports our Team Members:

• Competitive salary, and benefits;


• Extended Health Benefits & Retirement Savings;

At Schlegel Villages we are redefining elder care through innovation , Village design and culture change, but we know the key to our Village success, and our residents’ satisfaction, is YOU and our teams.

We aspire to provide all members of our communities, including team members, with a life enriching experience. We are family owned and operated and we take our mission seriously: “to provide holistic health care in a home environment, located within an internal neighbourhood design that promotes a caring community with emphasis on optimal health and life purpose for each resident”.

Schlegel Villages is pleased to accommodate individual needs in accordance with the Accessibility of Ontarians with Disabilities Act, 2005 (AODA), within our recruitment process. If you require accommodation at any time throughout the recruitment process, please speak with the hiring leader.

Equity, diversity and inclusion are ingrained within the Schlegel Culture, and our Villages are more welcoming, open-hearted and vibrant because of it. Each Village is strengthened by the unique lived experience   of every person connected to it. Everyone is included and respected in their spirituality, cultural diversity and individuality. Regardless of ability, heritage or cultural roots, our people are embraced, just as they are, and we celebrate and support life purpose within the community.

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