ASSISTANT RESPONSABLE PLANNING (H/F)

The Baycrest Corporate Centre for Geriatric Care

EXECUTIVE ASSISTANT

Position Type: Full-Time Permanent
Shift Type: Day
Bi-Weekly Hours: 70 Hours
Hours of Work: 7 hrs/shift
Posting Number: 9461
The Executive Assistant provides Executive-level support and partnering to the Vice President, Corporate Human Resources, Vice President, Finance and CFO, and Vice President, Digital Transformation and to senior members of their teams .

Takes the lead in organizing meetings, updates with direct reports, events and other functions on behalf of the Vice-President, including: arranging meeting room, teleconferencing, catering, distribution of information, agendas and other materials, communicating with attendees, etc.
Coordinates travel arrangements for the Vice-President, including flights, hotel and car reservations; prepares an itinerary of travel plans.
Meeting Management: Coordinates and provides administrative support to committees, task forces, etc. Schedules, coordinates logistics (room, catering, audio-visual equipment, etc.), prepares and distributes agendas/materials/documents for committees and other meetings.
Provides accurate word-processing support by composing and/or editing a variety of documents, including highly sensitive, confidential correspondence, memoranda, contracts, proposals, presentations, etc.
Drafting, editing and distributing correspondence (i.e. minutes, agendas, letters, memos, announcements, presentations, reports, letters of offer, letters of appointment/reappointment, etc.).
Proof reads, edits and quality checks all outgoing correspondence.
Collects data for analysis; drafts and produces reports of the results.
Conducts research, as necessary, in the production of documents, materials, presentations, etc.
Electronic Data & Paper File Management: Develops and maintains highly-organized electronic and paper filing systems that permit easy reference and rapid retrieval of information and records.
Disposes of documents/materials, including those of a confidential nature, in accordance with established protocols, i.e. shredding.
Ensures payroll timesheets are accurately completed and submitted in a timely manner.
Writes and maintains policies and procedures.
Organizes, manages and orders office supplies.
Diploma in Office Administration – Executive or recognized equivalent.
Minimum five (5) years related experience in a senior administrative position.
Previous experience in a non-profit organization, particularly a complex health care facility (Long-Term Care facility or other health care facility) is an asset.
Substantial experience and a proven track record of delivering continuous improvement.
Excellent computer and keyboarding skills including a high degree of proficiency in the Microsoft Office suite of software, including Word, Outlook, Excel, PowerPoint and Publisher.
Exceptional organizational, planning and time management skills.
Ability to maintain a flexible schedule.
Demonstrated ability to work effectively with staff at all levels, including other members of the Senior Management team and their support personnel.
Excellent proofreading and editing skills.
High work standards with a ‘total quality’ mindset.
Good project management skills.
Flexibility and ability to adapt to changing priorities/situations with ease and composure, including the ability to work additional hours to meet urgent or Board-related deadlines.

At Baycrest, we take pride in ensuring our compensation structure is internally equitable and compliant with pay equity legislation. Your placement within the salary range will depend on your job-related knowledge, skills, abilities, and relevant education and experience, as well as considerations such as market conditions and internal equity. The starting salary will be determined using these factors to ensure fairness and consistency across the organization.

Competitive salary and vacation
Enrolment in Extended Health and Dental Benefit Plan
Opportunity to enroll in the Healthcare of Ontario Pension Plan (HOOPP)
Access to 24/7 Employee Assistance Program