Executive Assistant - Ottawa, Canada - Perley Health

Perley Health

Verified Company

Ottawa, Canada

2 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Perley Health is a unique and innovative community that empowers Seniors and Veterans to live life to the fullest.

Home to more than 600 Seniors and Veterans in long-term care and in independent apartments, Perley Health provides a growing number of clinical, therapeutic and recreational services to residents, tenants and people from across the region.

One of the largest and most progressive long-term care homes in Ontario, Perley Health is also a centre for research, education, and clinical innovation.

Our Centre of Excellence in Frailty-Informed Care conducts and shares the practical research needed to improve care. Future caregivers come here to study and to acquire hands-on skills and experience.

Perley Health's values are brought to life each day by our over 800 employees. And more than 400 regular volunteers connect us closely with the community. Together, we improve the well-being of Canada's aging population.

We are embarking on a multi-year growth strategy, and are seeking an experienced

Executive Assistant

Full-Time

The Executive Assistant provides executive level administrative and secretarial assistance to assure efficient operation of the Executive Office and Board of Directors.

Key Responsibilities:

Anticipates the needs of the CEO, and Chair of the Board, recommends and negotiates priorities for work flow, and ensures deadlines are met.
Manages the calendar of the CEO, identifying priorities and making necessary adjustments.
Writes and independently edits minutes of the Board of Directors and its Executive Committee; the Corporation; and other Executive Office committees, ensuring that the contents are accurate and written with tact and diplomacy.
Drafts Board of Directors, Executive Committee and Corporation meeting agendas for completion by the CEO and Board Chair; coordinates the development and accessibility of Board and Corporation meeting packages and provides extensive support to the Board of Directors.
Develops agendas for Executive Office committee meetings; provides high level support to those committees.
Supervises the administrative assistants to the Board of Directors.
Composes letters and memoranda and answers correspondence for matters not requiring the CEO's attention.
Screens and determines the priority of incoming correspondence, telephone calls, and requests made by management and staff members.
Organizes, prioritizes and expedites the flow of work through the Executive Office.
Ensures effective internal and external communication from the Executive Office by assessing matters of importance being dealt with by the Executive Office or Board of Directors and takes initiative to send information to senior staff, the CEO, COO and/or CFO for consideration for broader communication.
Ensures the effective and timely handling of all concerns and complaints submitted to the Executive Office regarding resident care and services in keeping with the established policy and procedure and by establishing appropriate communication with the complainant and an effective process to respond to the complaint at the appropriate level in the organization.
Establishes and maintains effective working relationships within the organization and with government, partners and other stakeholders.
Monitors Executive Office supply and expenses budget and recommends or takes corrective action when necessary. Monitors Administrative Assistants hours of work to ensure alignment with budget.
Monitors the office equipment and computer technology environment to recommend equipment or computer programs that would enhance Executive Office functions.
Keeps the CEO informed about critical matters related to resident care and operations and substantive communication with the Board of Directors.
Keeps confidential all knowledge gained through conversations and activities while carrying out responsibilities.
Completes grammar and style edits for CEO correspondence, presentations and reports.
Maintains the Executive Office Filing System (paper and electronic for the Executive Office, CEO) in a consistent and orderly manner.
Maintains official record books for the Board of Directors and its Committees.
Prepares and maintains accurate records to meet government legislation and standards as required.
Types documents from written and dictated material and scans, photocopies and faxes documents.
Orders and maintains office supplies and equipment purchases within approved budget limits. Ensures preventative maintenance and proper functioning of Executive Office equipment.
Completes the CEO's expense accounts and ensures signoff approval of all statements by the Chair of the Board. Completes conference registrations and travel arrangements for the CEO.
Schedules facilities and manages meeting logistics including audio/video/teleconferencing, audiovisual, catering and setup for Board of Directors, Corporation, and Executive Office meetings.
Ensures cert