Executive Assistant
We are a dynamic community-based health centre promoting social justice and health equity in the Regent Park neighbourhood and Downtown East area of Toronto. We operate out of several locations and provide a wide variety of services including: primary health care, chiropody, physiotherapy, health promotion, social work, community health, immigrant and refugee services, harm reduction and homeless programs, Pathways to Education, infant and child development programs, parenting programs, youth outreach and employment services.
Job Summary
The Executive Assistant (EA) provides administrative, logistical, project management and event support to ensure a high functioning executive office within Regent Park CHC. The Executive Assistant supports the work of the Executive Director, including support to the Board of Directors and the Strategic Management Team. The EA is required to demonstrate a high level of professionalism and confidentiality, while managing multiple conflicting priorities.
Salary
Hours
Application Deadline
Responsibilities Include
- Ensure corporate governance and administrative systems are in place to support the Executive Director and the Strategic Management Team.
- Manage logistics, including communications, for all senior management, and corporate meetings including the Annual General Meeting, Board and Committee meetings and retreats. This includes preparation and distribution of agendas, minutes, supporting documentation/packages, and invitations as required, translation, mailing, food, AV equipment, and booking of rooms. This also includes contacting invitees and managing scheduling.
- Take minutes of Management Team meetings, All-Staff meetings, other meetings as assigned and posts to the shared drive;
- Ensure that corporate information including organizational charts, posted policies, staff and board phone lists, Board orientation materials, are kept current and available. Maintain accurate files electronically and in hardcopy to ensure responsible administrative records and corporate memory;
- Assist the Executive Director, Strategic Management Team and Board with Accreditation related tasks and processes
- Assist the Executive Director in the preparation of reports, funding applications, Annual Reports, presentations including proof-reading, editing, drafting of presentation materials and slide-decks as required;
- Assist with preparation of other communication materials for both internal and external use on behalf of the Executive Director;
- Receive, review and prioritize incoming mail and email, referring materials to EDs for action as appropriate and following up on outstanding items.
- Maintain calendars and schedule appointments for the Board of Directors, Executive Director, and senior management team,
- Receive incoming calls for Executive Director, provide information as required, direct call(s) to appropriate individuals and schedule meetings on their behalf.
Qualifications and Skills Required
- A diploma or degree in Administrative Studies, Business Administration, or equivalent education, training and experience;
- A minimum of 5 years relevant experience of which at least 3 years have been spent in an Executive Assistant/ Assistant to senior manager/ Director role
- Demonstrated proficiency in use of computers and Microsoft office suite of products, demonstrated skills in zoom and similar communication platforms; demonstrates advanced proficiency by quickly adapting to new technology and easily acquiring new technical skills
- Experience preparing presentation materials, managing multiple schedules, and handling meeting and travel logistics
- Strong problem solving and analytical abilities; proactive in anticipating needs, potential problems and adept at mitigating risk;
- Experience contributing to the effective management of an executive office or similar environment
- Establishing and maintaining electronic and paper filing systems
- Preparing materials for publication and/or public distribution.
- Ability to work collaboratively within and across teams
- Understanding of health equity, the social determinants of health, anti-oppression, harm reduction principles and trauma-informed care
- Ability to work effectively with people of various cultural, age and economic backgrounds
- Demonstrates interpersonal, decision making, critical thinking and organizational skills
- Commitment to valuing diversity, equity, partnerships and advocacy in keeping with Regent Park Community Health Centre’s Strategic Direction.
- Knowledge of the Regent Park area and issues affecting families living within the Regent and Moss Park communities
- Must have up to date COVID vaccine for the protection of clients and staff
Regent Park CHC is committed to equity in our hiring and employment practices. Applications are encouraged from qualified individuals who are Indigenous people, members of racialized communities, individuals of diverse sexual orientation and gender identification, persons with disabilities and others protected under the Human Rights Code as well as individuals with lived experience in the Regent Park community.
We thank all applicants for their interest in this position, however, only those selected for an interview will be contacted. RPCHC is committed to developing an inclusive, selection process and work environment. If contacted, please advise the hiring manager if you require any accommodation during the interview process.
Apply For This Position
Please submit your resume and cover letter by
October 15, 2024
No phone calls, please. We thank all applicants for their interest in this position, however, only those selected for an interview will be contacted. RPCHC is committed to developing an inclusive, selection process and work environment. If contacted, please advise the hiring manager if you require any accommodation during the interview process.