Job Posting #: 1797-23
Position Summary
The Executive Assistant (EA) is responsible to provide professional and confidential administrative support and services to assigned member(s) of the Senior Leadership team and attend to the day-to-day functions that are part of the assigned Senior Leader(s) role, allowing the Senior Leader to focus on high-level leadership and strategy functions. Responsibilities include: management of complex calendars, email management, following, developing and providing leadership to the improvement of processes, coordination of meetings and business events, including supporting agenda development, coordinating all logistics, ensuring appropriate minutes and follow-up. The EA optimizes the time of the Senior Leader(s) by prioritizing messages and managing incoming communications to reduce interruptions to the senior leader’s workflow, while paying special attention to details, changing priorities, and any urgent and high-risk matters that may arise. They are responsible to provide leadership to assigned tasks and projects and to mentor new EAs and Administrative Assistant team members.
This role is well suited to a diplomatic, energetic, organized communicator who thrives in a fast-paced, diverse environment, and has substantial experience in a comparable executive assistant capacity. This person will be skilled in business operations and accounting functions. They will possess the competencies and ability to compose and review reports on financial information.
Hours of Work
Permanent full-time (35 hours per week)
Location
- North Bay, ON
Hourly Rate/Salary
Minimum $25.42 to maximum $30.93 per hour
Salary commensurate with education and experience
Closing Date
This posting will remain open until the position has been filled
Qualifications
- Two (2) year college diploma in Office Administration – Executive
- Minimum of five (5) years of related work experience
- Excellent oral and written communication skills
- Excellent organizational, problem-solving, and interpersonal skills
- Advanced computer skills with demonstrated proficiency in the use of Microsoft Office products (Word, Excel, PowerPoint, Outlook, SharePoint, Teams, OneDrive); Experience with various Corporate applications (procurement, document management, financial databases, incident reporting) considered an asset
- Demonstrated experience with proof-reading, editing, and formatting documents for accuracy and professionalism
- Knowledge and understanding of budgets and financial statements
- Familiarity with MCCSS, MOH, and other Ministries’ reporting requirements, an asset
- Knowledge and understanding of Broader Public Sector (BPS) accountability and transparency obligations, an asset
- Experience in preparing draft contracts and agreements using available templates, an asset
- Advanced knowledge in planning meetings; scheduling, preparing agendas, briefing notes and other supporting documentation as required, and taking professional minutes
- Flexibility to attend meetings and travel on a planned and short notice basis
- Ability to function independently and/or in a team environment
- Superior knowledge of administrative/office procedures and the ability to operate standard office equipment
- Demonstrated commitment to workplace health and safety, with a willingness to contribute and lead in the culture of safety and prevention of adverse health events for clients and their families/caregivers, colleagues, other community members and yourself
- Demonstrates professionalism in dealing with highly confidential information and situations
- Successful applicants will be required to provide:
- Proof of eligibility to work in Canada
- A valid Ontario driver’s licence and use of a reliable motor vehicle; insurability on Agency vehicle insurance policy
- Clear Criminal Record Check, including Vulnerable Sector Search
- Preference will be given to bilingual (French/English) candidates
As a condition of employment, successful candidates are required to provide proof of full vaccination against COVID-19. Hands will engage in reasonable workplace accommodation, short of undue hardship, for any successful candidate who has a documented exemption under the Ontario Human Rights Code. Hands’ COVID-19 Vaccination Policy and associated Procedures can be found on our website: https://thefamilyhelpnetwork.ca/wp-content/uploads/2022/02/COVID-19-Vaccination-Policy-and-Procedures-EN-R-10.20.21.pdf
Application Process
Hands TheFamilyHelpNetwork.ca is an equal opportunity employer and we value the importance of diversity, dignity and worth of every individual in the workplace. Hands offers accommodation for applicants with disabilities in its recruitment processes. If you are contacted by Hands regarding a job opportunity, please advise prior to the interview if you require accommodation.
We thank all applicants but only those selected for an interview will be contacted.
Please forward your resume and cover letter, quoting competition #1797-23, to:
Human Resources Department
Hands TheFamilyHelpNetwork.ca
391 Oak Street East
North Bay, Ontario P1B 1A3