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executive assistant

Job Description

Are you motivated, looking for a role with a purpose, and have a desire to make a difference in your local community? The Salvation Army’s Meighen Health Centre (MHC) is a long-term care and assisted living facility located in Toronto, within walking distance of the Davisville subway station and with parking available on-site. We care deeply about our residents and strive to be a transforming influence in their lives through person-centered care. Our employees work in a supportive environment where collaboration and teamwork are key. Additionally, our full-time employees are provided with health, dental, EFAP, paid sick time, life insurance, long term disability coverage, and RRSP after successfully completing three months of service. Come join a team that is making a difference every day!

Reporting to the Executive Director, the Executive Assistant provides confidential administrative support to the Executive Director and the management team. They act as a link between executives and managers, staff, external partners, and agencies, as well as the public in general. They provide full administrative assistance, including research; correspondence, preparation and distribution of presentation materials; responding to inquiries, and developing, planning, and attending meetings to ensure the success of the event.

KEY RESPONSIBILITIES:

• Act as the point of first contact on behalf of the Executive Director for the public, service providers, external partners, agencies and others
• Maintain the confidentiality of resident and program files and ensure the efficient processing of required documentation, agreements, contracts and other legal documents
• Manage all correspondence in a variety of formats for the Executive Director and others as directed; maintain schedules and calendars, ensuring the Executive Director is prepared for appointments, meetings, seminars, and travel.
• Research and compile information required for background documents, meetings, committees, statistics, and ad hoc and monthly reports; ensure that deadlines are met
• Prepare presentations, brochures, flyers, advertisements, invitations, and certificates
• Oversight of meetings occurring at MHC including scheduling of rooms, preparation of agendas, taking and distributing meeting minutes, and meeting logistics such as technology requirements or providing meals
• Perform general office duties such as answering and screening telephone calls; greeting and escorting visitors; filing documents electronically, and manually; photocopying and distributing materials as requested; sending and receiving faxes; and processing incoming and outgoing mail

WORKING CONDITIONS:

• This is an in person permanent full-time position based upon 40 hours per week
• Schedule may vary according to requirements of responsibilities– some weekend and evening work may be required
• Flexibility to be available outside of regular work hours to provide support on urgent matters or to meet tight deadlines
• Regular work hours: 8:30 a.m. to 5:00 p.m. Monday to Friday and includes a ½ hour unpaid meal break
• Typical office environment

QUALIFICATIONS AND EDUCATION REQUIREMENTS:

• Completion of a Community College certificate or diploma program in Business Administration or a related discipline is required
• Certification in CPR/First Aid preferred
• Valid Ontario Class “G” Driver’s License and a current copy of a Driver’s abstract for review and verification that is satisfactory to The Salvation Army, in its sole discretion, preferred
• Alternative combinations of education and experience may be considered

EXPERIENCE AND KNOWLEDGE:

• Minimum of 3 years of prior related experience supporting senior management
• Advanced working knowledge of Microsoft Office, Word, Outlook, Excel and PowerPoint, and ability and willingness to learn new technologies and tools and Publisher

SKILLS AND CAPABILITIES:

• Must exhibit a positive, solution-oriented and customer-focused attitude
• Demonstrate a high level of integrity, sound judgment and ability to maintain confidentiality
• Initiative, critical thinking, and problem-solving skills along with the ability to anticipate needs and provide solutions/options, particularly when confronted with ambiguity and a high degree of change
• Exceptional written, verbal communication, and interpersonal skills with capability and desire to work within a collaborative team in a multi-faceted environment
• Exemplary planning and time management skills with ability to multitask and prioritize daily workload
• Full comprehension of office management systems and procedures
• Ability to undergo applicable screening and background checks successfully that are satisfactory to The Salvation Army, in its sole discretion (i.e., The Salvation Army Abuse Registry) and provide an original copy of a Background Check with vulnerable sector screening
• Ability and willingness to develop an understanding and support for the mission and purpose of The Salvation Army in Canada and its implications as related to position responsibilities

The Salvation Army offers accommodation for applicants with disabilities in its recruitment process. If you are contacted to participate in an interview or screening process, please advise us if you require accommodation.

We thank all applicants, however, only those candidates to be interviewed will be contacted.

You must advise your managing supervisor of your intentions prior to submitting your application.

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