- Coordinates, tracks, and organizes the activities and initiatives of the President/CEO. Ensures that initiatives and activities are tracked, items are scheduled and brought forward for follow-up, and the President/CEO is kept abreast of statuses.
- Monitors, coordinates, and reports on deliverables, timelines, and action items related to high-level organizational initiatives, such as the strategic and annual operating plans.
- Liaises with members of the Senior Management Team on behalf of the President/CEO, including discussions regarding highly confidential information.
- Assists with or leading special projects; designing and producing reports.
- Collaborates, on behalf of the President/CEO, with staff to draft documents and presentations or to gather information on behalf of the President/CEO.
- Research and follow up on incoming issues to be addressed by the Senior Leadership team.
- Drafts memos, emails, letters, reports, and communique for the President/CEO.
- Prepares meeting packages for the President/CEO, ensuring that required background materials and information are provided, allowing time for review prior to the meeting.
- Manages the President/CEO's calendar, including scheduling internal and external meetings and appointments.
- Makes travel arrangements (e.g., hotels, flights, transportation) for the President/CEO.
- Prepares and submits expense reports and travel claims on behalf of the President/CEO.
- Handles calls, mail, and other communication that flows through the Office of the President/CEO.
- Identifies, develops and coordinates agenda items for Board, Senior Management, and other meetings. Provides logistical and administrative support for meetings with the Board of Directors and President/CEO-designated committees.
- Supports developing and updating organizational policies concerning Board review and approval.
- Meets regularly with the President/CEO to define, prioritize, and execute tasks and projects.
- Troubleshoots and, as required, escalate office administration issues.
- Serves as an internal resource for French language translation for Board minutes and other management documents.
- Other duties shall be assigned as required.
- Bachelor's degree or a post-secondary diploma plus a professional qualification (or willingness to obtain) such as Canadian Certified Administrative Professional (CCAP) or the Canadian Certified Administrative Professional Associate through the Association of Administrative Professionals/Assocation des Professionnels de l'administration.
- 5-7 years' experience in an administrative role preferred.
- Strong knowledge of office procedures and practices.
- Keen attention to detail.
- Resourceful and flexible.
- Proven organizational and time management skills.
- Familiarity with Facebook and Twitter platforms.
- Experience working in a non-profit organization and/or the health sector a plus.
- A mature, self-starter; able to work independently, think proactively and prioritize work; accountable, establish and achieve goals.
- Dependable team player; able to collaborate to achieve results.
- Function in a calm, reserved, and effective manner under stress.
- Superior organizational skills, and the ability to effectively manage, plan, and prioritize multiple time-sensitive tasks and changing priorities.
- Flexible; able to change tasks and priorities as necessary.
- Honest, trustworthy, and ethical; unimpeachable integrity and able to handle confidential information with discretion.
- Critical thinking, expert communication, listening and interpersonal skills.
- High degree of proficiency with office software applications, including Microsoft 365 (Word, Excel, PowerPoint, Outlook), virtual meeting platforms (e.g. MS Teams, Zoom), and collaboration platforms (e.g. SharePoint).
- Diversity and Cultural Responsiveness
- Effective Communication
- Teamwork and Cooperation
- Adaptability/Flexibility
- Planning and Organization
- Writing Skills
- Initiative
- Attention to Detail; Quality Orientation
- Problem Solving
- Accountability and Dependability
- Research and Analysis
- Ethics and Integrity
- This is an in-person position.
- Manual dexterity required to operate computer and peripherals.
- Interacts with employees, various management levels and the public at large.
- Ability to lift up to 25 lbs.
- Repetitive work.
- Flex work: Evening and weekend work required for Board and committee meetings.
- Academic certificate(s).
- Criminal reference check (Vulnerable Sector).
- Valid drivers' license and use of own vehicle with appropriate insurance is required.
- Proof that the successful candidate has received both doses of a Health Canada approved COVID-19 vaccine at least 14 days before the first day of work, subject always to Ottawa Salus' duty to accommodate under the Ontario Human Rights Code .
- Competitive earnings
- Generous Health benefits and pension plan (HOOPP)
- Compressed workweek
- Paid vacation days
- A friendly team who creates a great work environment
- Fournir un soutien administratif pour faciliter la capacité du président/directeur général à diriger efficacement l'organisation.
- Coordonner, suivre et organiser les activités et les initiatives du président/directeur général. Il veille à ce que les initiatives et les activités soient suivies, à ce que les points soient programmés et présentés pour suivi et à ce que le président/directeur général soit tenu au courant de l'état d'avancement des travaux.
- Contrôler, coordonner et rendre compte des résultats, des échéances et des mesures à prendre dans le cadre d'initiatives organisationnelles de haut niveau, telles que le plan stratégique et le plan d'exploitation annuel.
- Assurer la liaison avec les membres de l'équipe de direction au nom duprésident/directeur général, y compris pour des discussions portant sur des informations hautement confidentielles.
- Participer à des projets spéciaux ou les diriger ; concevoir et produire des rapports.
- Collaborer, au nom du président/directeur général, avec le personnel pour rédiger des documents et des présentations ou pour recueillir des informations au nom du président/directeur général.
- Effectuer des recherches et assurer le suivi des questions soumises à l'équipe de direction.
- Rédiger des mémos, des courriels, des lettres, des rapports et des communiqués pour le président/directeur général.
- Préparer les dossiers de réunion pour le président/directeur général, en veillant à ce que les documents de référence et les informations nécessaires soient fournis et en prévoyant un délai pour leur examen avant la réunion.
- Gérer l'agenda du président/directeur général, y compris la programmation des réunions et des rendez-vous internes et externes.
- Organiser les déplacements (hôtels, vols, transports, etc.) du président/directeur général.
- Préparer et soumettre les notes de frais et les demandes de remboursement de frais de voyage au nom du président/directeur général.
- Traiter les appels, le courrier et les autres communications qui transitent par le bureau du président/directeur général.
- Définir, élaborer et coordonner les points de l'ordre du jour des réunions du conseil d'administration, de la direction générale et d'autres réunions. Fournir un soutien logistique et administratif pour les réunions du conseil d'administration et des comités désignés par le directeur général.
- Contribuer à l'élaboration et à la mise à jour des politiques de l'organisation concernant l'examen et l'approbation par le conseil d'administration.
- Rencontrer régulièrement le président/directeur général pour définir, hiérarchiser et exécuter les tâches et les projets.
- Résoudre les problèmes d'administration du bureau et, le cas échéant, les faire remonter à l'échelon supérieur.
- Servir de ressource interne pour la traduction en français des procès-verbaux du conseil d'administration et d'autres documents de gestion.
- D'autres tâches lui seront confiées selon les besoins..
- Baccalauréat ou diplôme d'études postsecondaires et qualification professionnelle (ou volonté de l'obtenir) telle que Professionnel administratif certifié du Canada (PACC) ou Professionnel administratif certifié du Canada associé par l'Association des professionnels de l'administration/Assocation of Administrative Professionals.
- 5 à 7 ans d'expérience dans un rôle administratif de préférence.
- Solide connaissance des procédures et pratiques de bureau.
- Souci du détail.
- Débrouillardise et flexibilité.
- Compétences éprouvées en matière d'organisation et de gestion du temps.
- Familiarité avec les plateformes Facebook et Twitter.
- Une expérience de travail dans une organisation à but non lucratif et/ou dans le secteur de la santé est un atout.
- Casual dress
- Company pension
- Dental care
- Disability insurance
- Employee assistance program
- Extended health care
- Life insurance
- On-site parking
- Paid time off
- Vision care
- Monday to Friday
- Are you a member of a BIPOC group (Black, Indigenous, or Person of Color)
- What is your Gender? (Female, Male, Other/ Non-binary)
- Are you a Newcomer to Canada?
- DCS / DEC (required)
- Administrative: 5 years (preferred)
- French (required)
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Senior Executive Assistant - Ottawa, ON, Canada - Ottawa Salus
Description
Job Title: Senior Executive Assistant (excluded)
Number of position(s): One (1)
Job Type: (1) Permanent full-time excluded position (35 Hours/Week: Monday to Friday).
Language: Bilingual (English and French) required
Date of Posting: April 5, 2024
Date of Closing: April 19, 2024
Start date: As soon as possible
Overview:
Are you interested in using your skills to create a positive impact in the lives of marginalized individuals dealing with homelessness or persistent mental health and substance use disorders? Suppose you have a passion for supporting people and would like to work on a team of exceptional individuals dedicated to providing stable housing and supportive services. In that case, we have an excellent opportunity for you.
Salus is seeking a highly motivated and skilled Bilingual Senior Executive Assistant to join our team. If you are committed to making a difference in the lives of marginalized individuals dealing with homelessness and mental and substance use health, we would be thrilled to hear from you.
Job Summary:
The Senior Executive Assistant will support the President/CEO and the Board of Directors. This position requires strong attention to detail, excellent time management skills, a great sense of initiative for accomplishing required work, and the ability to manage competing deadlines.
The ideal candidate will have a track record of exceptional administrative skills and an ability to anticipate needs, think critically, develop content, execute tasks with precision and accuracy and offer solutions to problems with high professionalism and confidentiality.
Job Duties:
Areas of responsibility of this position include, but are not limited to the following:
Provide administrative support to facilitate the President/CEO ability to effectively lead the organization.
Qualifications:
Language Requirements:
This role is bilingual. Proficiency in written and oral communication in English and French is essential.
Skills :
Suitability :
Demonstrates the following core competencies:
Work Conditions:
Pre-Hiring Requirement
Salary range:
The salary range for this position is $59,277.4-$80,007.2 dependent on an individual's relevant experience.
Why work at Ottawa Salus?
Salus has a proven record of successfully supporting clients with serious and persistent mental health and substance use health issues to live their best possible life. Regardless of their role in the organization, our staff are passionate about our mission and supporting clients on their journey to recovery. They know they have an impact on their client's lives and consistently report that working here is a fulfilling experience. We offer all these and many more including:
Application instructions
If you wish to apply for this position, please submit your resume and cover letter directly via the posting site by 4.30pm on April 19, 2024.
Candidates are encouraged to apply as early as possible as the position will be filled once a suitable candidate is identified. While we thank all applicants for their interest, only those selected for an interview will be contacted.
Ottawa Salus is an equal opportunity employer and values diversity in its workforce. Do not hesitate to contact us if you require alternative arrangements to submit your application. Candidates requiring accommodation during the interview process should advise in advance.
Titre du poste : Assistant(e) de direction principal(e) (exclu(e))
Nombre de postes : Un (1)
Type d'emploi : (1) Poste permanent à temps plein exclu (35 heures/semaine : du lundi au vendredi).
Langue : Bilinguisme (anglais et français) exigé
Date de publication : 5 avril2024
Date de clôture : 19 avril 2024
Date de début : Dès que possible
Aperçu/Intro :
Aimeriez-vous utiliser vos compétences pour avoir un rôle positif dans la vie des personnes marginalisées qui sont sans abri ou qui souffrent de troubles persistants de la santé mentale et de l'utilisation de substances psychoactives ? Supposons que vous ayez une passion pour le soutien aux personnes et que vous souhaitiez travailler au sein d'une équipe de personnes exceptionnelles qui se consacrent à la fourniture de logements stables et de services de soutien. Dans ce cas, nous avons une excellente opportunité pour vous.
Salus est à la recherche d'un(e) assistant(e) de direction principal(e) bilingue hautement motivé(e) et compétent(e) pour rejoindre notre équipe. Si vous êtes déterminé à faire une différence dans la vie des personnes marginalisées confrontées au sans-abrisme et à la santé mentale et toxicomaniaque, nous serions ravis de vous entendre..
Résumé du poste :
L'assistant(e) exécutif(ve) principal(e) soutiendra le président/directeur général et le conseil d'administration. Ce poste requiert un grand souci du détail, d'excellentes compétences en matière de gestion du temps, un grand sens de l'initiative pour accomplir le travail requis et la capacité de gérer des échéances concurrentes.
Le/la candidat(e) idéal(e) devra faire preuve de compétences administratives exceptionnelles et d'une capacité à anticiper les besoins, à faire preuve d'esprit critique, à élaborer des contenus, à exécuter des tâches avec précision et exactitude et à proposer des solutions aux problèmes avec un grand professionnalisme et dans le respect de la confidentialité.
Responsabilités :
Les domaines de responsabilité de ce poste sont notamment les suivants :
Qualifications :
Exigences linguistiques :
Il s'agit d'un poste bilingue. La maîtrise de la communication écrite et orale en anglais et en français est essentielle.
Instructions relatives à la candidature
Si vous souhaitez postuler à ce poste, veuillez soumettre votre curriculum vitae et votre lettre de motivation d'ici avant 16h30 le 19 avril 2024.
pour la version française complète, veuillez visiter :
Job Types: Full-time, Permanent
Benefits:
Schedule:
Application question(s):
Education:
Experience:
Language:
Work Location: In person
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