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Organization Overview Would you like to join an organization that provides innovative healthcare services across Canada? We are searching for talented and visionary individuals to play an important leadership role within the organization. VON is Canada’s largest, national, not-for-profit home and community care organization. We’ve been offering high-quality, innovative care and supports since 1897. Lead the VON team in meeting the healthcare needs of Canadians - it’s a job that matters!
Req/Job ID 5364 - NAT - TFT
Position Title Executive Assistant, CEO and Corporate Affairs
Employee Group Temporary, Full-Time
Job Summary
The Executive Assistant (organizationally titled Manager), CEO and Corporate Affairs is responsible to support meetings and communications with the national Board of Directors. The Executive Assistant, CEO and Corporate Affairs is responsible for drafting correspondence, briefing notes, presentations and other material for the CEO and the Board Chair. They are also responsible for managing the CEO’s office effectively and efficiently including liaison with the Senior Management Team, key external advisors and stakeholders.
This temporary position is anticipated to begin in January, 2014 and will be covering a [one-year] maternity leave.
Responsibilities Office of the CEO
  • Manage the CEO’s office calendar and day-to-day activities including scheduling and travel
  • Draft correspondence; develop briefing notes, presentations and other material for the CEO
Senior Management Team (SMT)
  • Create agendas with supporting materials, attend SMT meetings, prepare minutes and reports
  • Oversee schedule and prepare SMT quarterly evaluations
Board of Directors and Governance, Executive and Nominations Committees
  • Create agendas, briefing notes, materials, minutes, etc. for full Board and Committee meetings
  • Assist Board Chair and other Board members to achieve compliance with the organization’s corporate governance policies
  • Update Board and Committee work plans to reflect changes throughout the committee year
  • Maintain minute books and other related materials as dictated by legislation
  • Coordinate travel and accommodation for Board and Committee members from across Canada
Other Board Standing Committees
  • Ensure meeting materials are aligned with established procedures for the Board as outlined in the Governance Plan
  • Consult with Standing Committees’ Executive Leads and Administrative Assistants to ensure the agendas, minutes, supporting materials and processes comply with operating standards
  • Ensure alternate administrative support (meeting preparation, agendas, minutes, etc.) for other Board related and committee meetings as required in the absence of designated Administrative support
  • Post-secondary education in Business, Communications or a related field of study is preferred
  • Bilingual candidate preferred
  • Minimum of 4 years experience working with Senior Management Teams
  • Minimum of 4 years experience working with Boards of Directors
  • Experience and familiarity with Robert’s Rules of Order and governance of organizations
  • Experience working in a healthcare environment is an asset
  • Experience in preparing keynote speeches and presentations for executive members
  • Proficient computer, software (Microsoft Office Suite) and keyboarding skills, as well as electronic filing, databases and content management
  • Effective communication and interpersonal skills
  • Demonstrated ability to successfully collaborate with multiple individuals and teams in a professional manner
  • Proven abilities in preparing, designing and distributing internal/external correspondence including reports, presentations, proposals, letters, memos, meeting minutes, briefing notes, etcetera
  • Strong time management and organization skills in a very fast-paced environment
  • Ability to prioritize in order to meet the high demands and deadlines of daily operations
  • Project management skills and the ability to problem-solve effectively and efficiently
Work Conditions and Physical Capabilities: Fast- paced environment; Attention to Detail; Carry using appropriate lifting techniques; Grip; Walk, Sit, Stand, Climb stairs; Fine hand movements.
Date Posted 11/13/2013
Deadline Date 11/19/2013
City Ottawa
Province Ontario [ON]
Compensation & Benefits Overview • Career advancement opportunities
• Training and skills development
• Flexible hours
• Competitive compensation
• Group benefit coverage
• Pension plan
• Annual vacation and sick leave entitlement
• Employee assistance program
• Employee recognition programs
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