Executive Assistant - Toronto, Canada - Baycrest

Baycrest Toronto, Canada

4 days ago

Description

Baycrest has an opportunity for an EXECUTIVE ASSISTANT FULL TIME

Position Type: Permanent Full-time

Shift Type: Days shift with some weekends (subject to change)

Bi-Weekly Hours: 70 Hours

Hours of Work: 7 hrs/shift

Posting Number: 7781

Union: Non-Union

Date Posted: April 23, 2024

Role: Hybrid

Baycrest is a global leader in aging and brain health through research, innovation, care and education, working to defeat dementia and create a world where every older adult enjoys a life of purpose, inspiration and fulfilment.

The Executive Assistant will support the Chief, Financial and Operation Officer, Chief, Events and Sponsorship, as well as Director, Marketing.

Responsibilities include but are not limited to:

Proactively manages and maintains complex electronic calendar and schedule for the Chief Financial and Operation Officer, Chief Events and Sponsorship, Director Marketing based on their business priorities and projects. Proactively prepares meeting materials, and arranges for catering, room (virtual and real) and equipment bookings as needed.

Provides support to divisional, corporate and Board level committees including meeting coordination, minutes and preparation and the distribution of materials and agendas.

Provides support to divisional management meetings, including organizing agenda, assigning action items and monitoring action resolution.

Develops and maintains highly-organized electronic and paper filing systems that permit easy reference and rapid retrieval of information and records

Drafts, edits and distributes complex correspondence.

Ensures payroll timesheets are accurately completed and submitted in a timely manner.

Registers and organizes travel arrangements and accommodation for the Chief Financial and Operation Officer, Chief Events and Sponsorship and Director Marketing when attending conferences, seminars and retreats.

Performs functions that support effective and efficient departmental operations

Qualifications include but are not limited to:

Five (5) years' experience providing executive support to C-Level Executives, Boards and Committees

Post-secondary education in a related discipline or the equivalent combination of education and work experience

Previous experience in a non-profit organization, particularly a complex health care facility (Long-Term Care facility or other health care facility) is an asset

Excellent computer and keyboarding skills including proficiency in Microsoft Office, including Word, Outlook, Excel, PowerPoint and Publisher

Superior verbal and written communication skills

Excellent time management skills and the ability to prioritize workload and work within a fast-paced, deadline driven environment

Demonstrated ability to use tact and diplomacy in dealing with sensitive and confidential matters

High level of accuracy and attention to detail

Ability to work effectively under pressure with multiple changing priorities

INTERNAL APPLICANTS: Please submit your application online through the Baycrest intranet. Failure to include your resume may affect your candidacy for this position. All communication related to this job posting will be sent to the email address used to submit your application.

EXTERNAL APPLICANTS: Please submit your application online by clicking the Apply button below.

Please note that Baycrest has implemented mandatory vaccination for all employees. It is a condition of employment that new employees provide proof that they are fully vaccinated against COVID-19 prior to the start date of employment. This means that all new employees must have received all required doses of a COVID-19 vaccine approved by Health Canada at least 14 days prior to their start date. In addition, it is a condition of employment that all new hires obtain and submit proof of all booster vaccines as approved and recommended by Health Canada.

Applicants who have appropriate written proof of a medical reason, or a reason pursuant to the Ontario Human Rights Code, for not being fully vaccinated against COVID-19 may provide such documentation to the Human Resources department. Such situations will be considered on a case-by-case basis.

Remarkable people of Baycrest Health Sciences
are changing the future of brain health and aging.

Thank you for your interest in joining Baycrest. Only those selected for an interview will be contacted.

Baycrest is committed to providing accessible employment practices that are in compliance with the Accessibility for Ontarians with Disabilities Act ('AODA'). If you require accommodation for disability during any stage of the recruitment process, please notify Human Resources at or , ext. 2961.

All successful candidates will be required to complete a police reference check/vulnerable sector screen and submit proof of two doses of vaccination against COVID-19, unless exempt. Such exemptions will be considered on a case-by-case basis.