The posting
Requisition Details:
Employment Status: Permanent, Part-time (0.5 FTE) Program Name: Marketing Communications and Philanthropy Number of Hours Bi-Weekly: 37.5 Work Schedule: Days On Call: No Existing Vacancy: Yes - we're currently hiring candidates for an existing vacancy in this position. Nova Scotia wage range available upon request.
Job Summary:
The Executive Assistant (EA) enables the Vice President (VP) and their team to advance the mission and goals of VON. The EA supports the VP’s department which is an executive level national portfolio with multiple functional areas. Through a proactive and results oriented approach, the EA is responsible for a wide range of functional areas and SMT level priorities providing executive level administrative support ranging from the coordination of information flow within their VP department and functional areas, by ensuring accurate and timely delivery of senior level administrative services and providing support and direction on appropriate course of action to leaders (Directors/Sr. Directors) that report to the Vice President and providing key support to Board committees.
Key Responsibilities:
- Researches, prioritizes, and follows up on business matters and concerns addressed to the VP, including those of a highly sensitive or confidential nature; determines appropriate course of action, referral, or response.
- Ensures smooth communication between the VP’s Office, members of the Board of Directors and Committees as well as internal/external stakeholders, demonstrating leadership to maintain credibility, trust and support with senior management staff and other colleagues.
- Develop and document processes to support teams and functions.
- Drafts formal communications on behalf of the VP and Senior Directors.
- Assists with preparing and reporting monthly KPIs for the VP for their respective department including functional areas to inform executive level, operational and business decisions.
- Provides data and information to external stakeholders under tight timelines (e.g. to Ontario Health Teams, or pandemic stats etc.) to respond to stakeholder and departmental priorities.
- Supports departmental budget activities and assists with budget monitoring for the respective VP department
- Compiles, reviews and analyzes data or information that supports department activities.
- Maintains the VP’s calendar ensuring effective prioritization and preparation of required information while working collaboratively with key internal/external stakeholders.
- Documents and populates briefing notes and reports for key stakeholders, committees and the Board.
- Prepares documentation and correspondence, agendas and reports and gathers background materials.
- Supports departmental leadership team in developing project plans and timelines for departmental priorities.
- Manages contract process including procurement, comparative examination and contract development for their respective department and proactively flags obligations for VON lease renewals prior to expiration.
- Manages projects related to government reporting compliance, annual filings and accreditation requiring the coordination of senior staff content input and other administrative staff to ensure timely and accurate submissions that can have significant business impacts.
- Updates VON intranet content related to their department by validating information is current including organizational charts.
- Maintains corporate mailboxes related to their departments by responding to any issues that arise and flags reputational risk issues through escalation as needed.
- Ensure adherence to appropriate internal administrative processes, including the Delegation of Authority Policy.
- Supports the VP in managing confidential performance monitoring of the team, including the 360 process.
- Manages and ensures continuous improvement of key departmental processes, engaging VP team members and others in execution as determined by the VP.
- Identifies opportunities for process and product improvement and brings forward to VP and/or extended EA team.
- Makes recommendations to the departmental leadership team for approval to improve and innovate administrative processes, to increase efficiency (i.e. ensures consistent, efficient processes for AP, AR, statistics and record keeping) and coaches/directs administrative staff to implement or follow new processes.
- Develops an annual meeting schedule and schedules Board Committee meetings, prepares meeting packages, attends and records proceedings, prepares and distributes minutes, communicates committee decisions, and initiates and/or completes any required follow up to allow for strategic and operational business decisions.
- Supports the respective internal committees (e.g. Recruitment & Retention committee, Position Control) and key external stakeholder committee/meetings (e.g. Department of Health & Wellness) including report preparation, coordination of meetings to support strategic and operational business direction.
- Provides support and works closely with the Manager Corporate Affairs to ensure that materials for Board meetings from the respective Board Committees are received in a timely manner.
- Liaises with the VP and Manager Corporate Affairs to cascade priorities to the Senior Directors / Directors and management team members.
- Coordinates travel for the VP including preparation of materials for meetings (i.e. presentations, documentation, logistics, etc).
- Ensures an up to date records system both digital and paper.
- Prepares and reviews expense reports and reconciliations.
- Provides administrative support to the senior directors and managers as required, including event management, educational sessions and administrative duties.
- Makes independent decisions regarding planning, organizing, and scheduling of work.
- Undertakes department specific or other special project assignments as required.
Common Responsibilities:
- Promotes the goals and values of VON and their role as an integrated community care provider
- Promotes a safe and healthy workplace ensuring workplace conduct and activities are in accordance with the provincial Occupational Health and Safety Act and Regulations and compliant with the VON Safety Management System, including all Policies, Safe Work Practices and Procedures.
- Abides by all VON policies and work practices
- Abides by all confidentiality and protection of personal information policies, regulations and practices and ensures appropriate safeguards are in place within their role
- Works in collaboration with other staff in a team approach to service delivery
External and Internal Relationships:
- Interacts frequently with the leadership team to obtain and provide confidential information.
- Interacts with members of the Board of Directors and Committees.
- Interact with cross functional team to ensure smooth communication.
- Interacts and obtains information from senior level external stakeholders such as auditors, funders, external counsel to ensure progress toward department goals and contractual obligations.
- Works in collaboration with corporate staff and leaders to ensure corporate priorities are achieved.
Education, Designations and Experience:
- Post-secondary education in relevant field or equivalent education and experience.
- Prior experience in an administrative support role and a minimum of 5 years relevant experience in an executive assistant capacity in a fast-paced office setting.
- Demonstrated experience writing reports, correspondences and other communication pieces.
- Demonstrated experience with taking minutes, preferably at a Board/Committee level
- Experience working in a health care environment is preferred.
Skill Requirements:
- Proficiency in Windows OS and MS Office Suite, Adobe Acrobat and other technology related to the function supported.
- Ability to exercise initiative in solving problems and identifying innovative opportunities including modeling LEAN and practicing LEAN principles and methodologies
- Ability to use evidence based and data drive decision making skills
- Strong aptitude to learn and use computer applications and software as required.
- Excellent oral and written communication skills.
- Excellent interpersonal skills.
- Ability to maintain a consistent professional manner with both internal staff and external stakeholders and to maintain confidentiality at all times.
- High level of accuracy and strong attention to detail.
- Strong problem-solving skills.
- Project management skills
- Strong organizational skills with an ability to prioritize, multi-task and handle competing deadlines.
- Demonstrated ability to work both independently and as a team member to achieve desired results.
- Strong work ethic, reliable and self-directed, high degree of principled judgment.
- Able and willing to embrace change and effectively manage stresses of a busy office environment.
Other Requirements
- Ability to attend off-site meetings as required.
- A current and original copy of a satisfactory Criminal Records Check is required
- A Vulnerable Sector Search and/or Child Abuse Registry Check may be required
- Ability to speak French is an asset in French Designated areas
Working conditions and physical demands: This role requires a detail-oriented approach in a dynamic environment, with physical activity including lifting, carrying (using proper techniques), bending, reaching, kneeling, and other movements that emphasize good body mechanics. Individuals in the role are required to walk, sit, stand, and climb stairs throughout the day, with some tasks requiring fine hand movements.
