About the Job:

Reporting to the Chief Executive Officer (CEO), the Administrative Executive is responsible for providing administrative support to the CEO and Chief Financial Officer (CFO). They provide high-level administrative support to senior executives, ensuring efficient operation. They will manage schedules, communications, documentation, and coordination across teams, while maintaining confidentiality and professionalism. They will also provide support to the Board of Directors for record keeping, reporting, and administrative support

Duties and Responsibilities:

Executive Support

• Represent the office of the CEO and CFO in a professional, customer-focused manner, maintaining the highest level of confidentiality
• Manage executive calendars and schedule meetings
• Prepare reports, presentations and correspondence
• Laisse with internal departments and external stakeholders

Board Liaison

• Act as a liaison and provide support to the Board of Directors
• Arrange and handle all logistics for Board meetings, committee meetings and events: schedule meetings, draft agendas, develop, compile, and distribute briefing notes and presentation materials, and record meeting minutes on behalf of Board Secretary
• Organize orientation and off-boarding for board directors
• Maintains the Board By-laws, board policies, minute books and keep the portal up to date
• Work with the Communications team to ensure all required board documents are made available to the public as required by Broader Public Sector requirements.
• Adhere to compliance with applicable rules and regulations set in bylaws regarding Board matters and legislation (i.e. Form 1)
• Arrange for signatures when required from the board including banking, funding agreements and other documents

Administrative Tasks

• Complete broad administrative tasks that facilitate the CEO and CFO’s ability to effectively lead the organization, including assisting with special projects, designing and producing documents, reports, and presentations, collecting and preparing information for meetings with staff and outside parties
• Serve as the primary point of contact for internal and external parties on matters pertaining to the CEO and CFO, including those of a highly confidential or critical nature. Prioritize and determine appropriate course of action, or referral, exercising judgement
• Contract management support, including storing, inventorying and flagging when contracts are due
• Ensure corporate records are kept and maintained as required by law and made available when required by authorized persons
• Maintenance of insurance certificates and documents including distribution of certificates to all third parties
• Administration of invoice process requiring CEO or CFO approval including account coding and preparing documentation for approval
• Provide daily administrative support
• Attend meetings to act as recorder and preparing concise, accurate minutes from each meeting
• Maintain and refine internal processes that support the CEO and CFO. Look for process improvements to current workflows

Training

• Leads the organizational Administrators Meeting and provides feedback from the meeting to Directors and Managers on process related issues

Logistics

• Provides general overall committee and meeting support
• Responsible for all arrangements and organization of the Annual General Meeting

Organizational Responsibilities

• Contribute to and demonstrate a strong commitment to quality care and service delivery based on SHIP’s Vision, Mission and Values
• Demonstrate a positive professional attitude when representing the organization
• Adhere to agency Health & Safety Program and the Client Safety Framework in the promotion of client safety
• Perform additional duties as required/delegated

Qualifications:

• Bachelor’s Degree or Diploma in Business Administration, Social Services, or equivalent
• 5+ years’ experience in a senior executive assistant position in a fast-paced and customer focused environment
• Governance experience (working with a board of directors) is an asset

Knowledge and Skills:

• Act professionally at all times and handles confidential information with discretion and diplomacy
• Excellent written and verbal communication skills with proven ability to create and format business documents
• Excellent computer literacy including Internet, Microsoft Office (Outlook, Word, Excel and PowerPoint)
• Ability to organize and manage a diverse range of assignments and projects with high efficiency yet thorough attention to detail and follow through, versatile and able to adjust to changing priorities and deadlines
• Resourceful and independent and also comfortable working in a fast-paced team environment
• Superior interpersonal skills with demonstrated ability to manage relationships
• Strong knowledge of general office procedures involving procurement and budget management
• High level of sound and independent judgement, reasoning and discretion
• Professional, responsive and positive work attitude
• Experience in project management, communication, leadership, and crisis management
• Experience and sensitivity in dealing with members of different cultural and racial backgrounds, including visible and invisible dimensions of diversity
• Strong analytical and organizational skills
• Demonstrated ability to work without direct supervision in a team environment
• Proficient in MS Suite (Word, Excel, Power Point and Outlook)
• A vehicle, valid driver’s license, and adequate insurance coverage

Reporting Function:

The Executive Assistant reports directly to the Chief Executive Officer and support the Chief Financial Officer. They work with both internal and external partners and interact with all levels within the organization. They have no supervisory responsibilities.

They are a support system, resource, and an advocator for the team and organization.

Working Conditions and Physical Requirements:

• Day shifts (Monday – Friday) with the ability to work excess/overtime hours where required
• Evening shifts to attend board meetings (several times a month)
• Able to work well with internal and external clients
• Able to drive, walk (site locations) regularly
• Able to sit for prolonged periods of time
• Able to answer and communicate telephone calls and general computer use
• Computer screen use (multiple screens if applicable) for prolonged periods of time
• Able to lift up to 15lbs (product, documents, etc.)
• Vehicle travel to sites for visits

SHIP Values:

• Compassion, Hope, Inclusion, Respect, Professionalism

“SHIP strives to be equitable and inclusive in all that we do. Equity is a core value, and we are committed to providing an inclusive selection process. We encourage applicants from equity deserving communities including women, Black, Indigenous, other racialized groups, 2SLGBTQ+ persons, individuals with disabilities and others who will contribute to and enrich the organization and its values. We are committed to inclusive, barrier-free recruitment, selection processes, and work environments. Please advise the People and Culture Department of any accommodations needed in accordance with the Accessibility for Ontarians with Disabilities Act, 2005 and the Ontario Human Rights Code to ensure you have access to a fair and equitable process”.

Monday - Friday | 8:30am - 4:30pm
NON-UNION | 37.5 hours per week