Outbound appointment - setting VA supporting a financial - services agency serving life insurance, annuity, and retirement clients. Scheduling annual reviews and consultations through scripted calls and client tracking.
About the role
- Part-time Executive Assistant supporting VON Canada’s VP, senior leaders and Board committees. Coordinating executive administration, reporting, budgets, meetings and compliance for community care charity VON Canada.
Responsibilities
- Support the Vice President and team in advancing VON’s mission and goals
- Provide executive-level administrative support across a national executive portfolio
- Research, prioritize and follow up on sensitive or confidential business matters
- Coordinate information flow among the VP’s office, Board of Directors, committees and stakeholders
- Develop and document team and functional processes
- Draft formal communications for the VP and Senior Directors
- Prepare and report monthly KPIs
- Provide data and information to external stakeholders under tight timelines
- Support departmental budgets and monitor budget activity
- Compile, review and analyze departmental data
- Maintain and prioritize the VP’s calendar
- Prepare briefing notes, reports, agendas, meeting packages and correspondence
- Support project plans and timelines
- Manage procurement, comparative examinations and contract development
- Flag VON lease-renewal obligations
- Coordinate government reporting, annual filings and accreditation submissions
- Update departmental intranet content and organizational charts
- Maintain corporate mailboxes and escalate reputational risks
- Support confidential team performance monitoring, including the 360 process
- Improve departmental administrative processes and coach administrative staff
- Schedule and support Board Committee meetings, record proceedings, distribute minutes and follow up on decisions
- Support internal and external stakeholder committees and meetings
- Coordinate with Corporate Affairs on Board meeting materials
- Cascade priorities to directors and management team members
- Coordinate VP travel and meeting materials
- Maintain digital and paper records
- Prepare and review expense reports and reconciliations
- Provide administrative support for events, educational sessions and special projects
- Promote VON’s goals, safety practices, confidentiality and collaborative service delivery
Requirements
- Post-secondary education in relevant field or equivalent education and experience
- Minimum of 5 years relevant experience in an executive assistant capacity in a fast-paced office setting
- Prior experience in an administrative support role
- Demonstrated experience writing reports, correspondences and other communication pieces
- Demonstrated experience taking minutes, preferably at a Board/Committee level
- Experience working in a health care environment is preferred
- Proficiency in Windows OS and MS Office Suite, Adobe Acrobat and other function-related technology
- Ability to exercise initiative in solving problems and identifying innovative opportunities, including LEAN principles and methodologies
- Ability to use evidence-based and data-driven decision-making skills
- Strong aptitude to learn and use computer applications and software
- Excellent oral and written communication skills
- Excellent interpersonal skills
- Ability to maintain professionalism and confidentiality
- High level of accuracy and attention to detail
- Strong problem-solving, project management, organizational and prioritization skills
- Ability to work independently and as a team member
- Strong work ethic, reliability, self-direction and principled judgment
- Ability to embrace change and manage a busy office environment
- Ability to attend off-site meetings as required
- Current and original satisfactory Criminal Records Check required
- Vulnerable Sector Search and/or Child Abuse Registry Check may be required
- Ability to speak French is an asset in French Designated areas
- Ability to perform required physical activities, including lifting, carrying, bending, reaching, kneeling, walking, sitting, standing, climbing stairs and fine hand movements
Benefits
- Permanent, part-time (0.5 FTE)
- Work schedule: Days
- Ability to attend off-site meetings as required
- Accessibility accommodations for candidates with disabilities
- Equity, diversity, and inclusion commitment
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