Position Title: Executive Assistant

Department: Corporate Services

Status: Regular Full-Time (70h bi-weekly)

Salary: $32.462 to $ 38.189/hr

Application Deadline: Until filled

Who are we?

Pinecrest-Queensway Community Health Centre is an innovative, community-based, multi-service centre. We strive to meet the needs of the diverse communities we serve. We work in partnership with individuals, families, and communities to achieve their full potential, paying particular attention to those who face barriers to care due to race, gender, income and/or ability. PQCHC is an equal opportunity employer and values diversity in its workforce. If at any stage in the selection process, you require accommodation due to a disability, please let us know the nature of the required accommodation.

Job Summary:

The Executive Assistant, reporting to the Chief Executive Officer (CEO), provides high-level administrative, organizational, and communications support to the CEO and the Board of Directors. This role manages the daily operations of the CEO’s office, coordinates Board activities, supports policy and procedure development, and contributes to organizational planning. The Executive Assistant also leads centre-wide administrative alignment and best practices, provides back-up communications support, and assists with projects and special events as assigned.

The Executive Assistant must be adaptable to new technology and demonstrate sensitivity, tact, diplomacy, and professionalism in all interactions.

Job Specific Responsibilities:

Executive Support

• Act as the primary point of contact for the CEO’s office, managing correspondence, calls, and inquiries in a timely and professional manner.
• Maintain the CEO’s calendar, including scheduling meetings, preparing agendas, and ensuring relevant materials are provided in advance.
• Coordinate logistics for CEO meetings, workshops, and travel, including preparing and distributing meeting minutes.
• Support to the CEO and Corporate Services Directors on the monthly reconciliation of credit cards and expenses
• Prepare, review, and edit a variety of written materials including reports, briefing notes, speaking remarks, presentations, and publications.
• Support the CEO in the preparation of agendas and materials for key leadership and staff meetings and ensure accurate minutes are taken and filed. Follow up with senior leadership to ensure action items are completed.
• Collaborate with Corporate Services Directors on draft funding proposals for CEO review.
• Maintain office records, contact databases, and filing systems to ensure accuracy, confidentiality, and accessibility.

Board Support

• Provide administrative support to the Board of Directors, including preparing meeting packages, coordinating logistics, and recording and transcribing minutes.
• Maintain and update Board Information and Policy Manuals.
• Collect and compile information for the CEO’s monthly reports to the Board.
• Provide administrative coordination for the AGM, including supporting the Nominations Committee and managing logistics.
• Ensure compliance with filing requirements under the Corporations Act and funding agreements.

Policy, Planning & Organizational Support

• Coordinate and support the development, review, and updating of organizational policies and procedures.
• Lead centre-wide administrative alignment and promote best practices across teams.
• Manage the coverage for the General Receptionist, including providing backup reception support
• Assist in developing the Corporate Services operational plan in consultation with Senior Leadership.
• Support reporting, and information needs across the Centre.
• Provide administrative support to the CEO, Directors and Board as required.
• Perform other related duties as assigned.

Communications & Events Support

• Provide back-up support to the Communications Coordinator.
• Support social media posting and website updates as requested.
• Assist with organizing projects, events, and special initiatives, ensuring appropriate research, documentation, and logistics.

Position Requirements

Education & Experience

• Post-secondary degree or diploma in office or business administration (or related field), or equivalent experience.
• 3–5 years of senior administrative support experience, preferably in a non-profit or community health setting.

Required Skills & Attributes

• Excellent written communication skills, including drafting reports, briefing notes, presentations, and digital content.
• Proficiency with standard office technology, including Microsoft Office Suite (Outlook, Word, PowerPoint, Excel, SharePoint). Comfortable learning new technologies.
• Strong organizational and project coordination skills, with the ability to manage multiple priorities.
• Sound judgment, discretion, and adaptability in a dynamic environment.
• Strong interpersonal skills and ability to work effectively with diverse stakeholders.

Assets

• Experience in a community health or non-profit environment.
• Proven ability to track, follow up, and drive completion of action items and workplans with senior leaders and stakeholders.
• Bilingualism (English/French).