Executive Assistant And Special Project Lead

Position:Executive Assistant and Special Projects Lead

Reports to:President and CEO

Location: Currently office in Toronto in a hybrid work format with a minimum of two days per week in the office.

Salary Range: $70,000 – $75,000

POSITION OVERVIEW:

The role will provide executive support to the CEO, and the other members of the Executive team. This individual is comfortable working in a fast-paced environment, is detail-oriented, forward-thinking and works to meet all deadlines. The successful candidate will have excellent interpersonal skills, fluid problem solving ability, organizational skills including small project management, coordination ability and a high degree of discretion and integrity.They will serve as a role model for the company values while representing the CEO and Executive team both internally and externally to all stakeholders.

Responsibilities:

• Timely management of expenses and reimbursements for the Executive team, ensuring expense reports are accurate, punctual, and efficiently submitted.
• Maintains organized electronic and physical filing systems for easy retrieval of files.
• Organizes Townhalls, special events, and large meetings, including agenda development, pre-meeting materials logistics, as well as booking all travel arrangements
• Supports the Senior Leadership Team by being the lead contact for inquiries and assuming responsibility for various projects, team initiatives and serving on committees as required.
• Provides full administrative support to the CEO as well as other members of the Executive Team
• Supports meetings and convenings with internal and external stakeholders as well as Board of Director meetings.

·Comfortable with business enabling technologies (e.g., virtual meeting software, presentation set-up, webinars, etc.)

• Coordination of off sites for the Senior Leadership Team, including but not limited to creating agendas, selecting venues, coordinating coordination, and making other necessary arrangements.
• Special project management as assigned by CEO and/or Executive team.
• Special projects to support LHF include participation in Operations committee, Workplace Culture Committee etc.
• Uses professional judgement to screen, prioritize and determine actions for incoming calls and inquiries.
• Works with CFO in his capacity as Board Secretary to coordinate creation and dissemination of advance material for Board meetings. Works to ensure information is gathered, accurate and in a form appropriate for presentation to the board.
• Supports onboarding of talent including working with hiring managers for new-hire set-ups, and internal transfers
• Compiles, designs, reviews, and coordinates various materials for PowerPoint presentations.
• Attendance at all Board Meetings (and Committee meetings as required) to conduct formal minute taking.
• Preparation of all correspondence
• Assists in preparing documents which are highly confidential in nature.

Qualifications:

• Excellent customer service orientation, sensitive to client issues and understanding of the importance of diplomacy, confidentially and discretion.
• French language skills are considered an asset.
• Ability to work independently while supporting a collaborative team environment.
• High level of proficiency with office technologies, including MS Office, with an emphasis on Outlook, PowerPoint, SharePoint an MS Teams
• Track record of managing multiple priorities
• A minimum of 3-5 years administrative experience supporting multiple executives
• Approachable and demonstrated ability to interact professionally with people at various levels of the organization.
• High level of accuracy and attention to detail
• Experience managing small projects through completion.
• Excellent verbal and written skills
• Initiative, strong judgement and problem-solving abilities
• Outstanding planning, prioritization, and time management skills

We’re also looking for people who share our values:

• To lead with courage and passion
• To be accountable to the donors that make our work possible; the patients and caregivers that we
• To be nimble, open, and quick to adapt
• To act as one unified and integrated team
• To demonstrate genuine integrity

exist to serve; and to each other…the members of our LHF family.

As a Toronto-based organization with a national scope, we may consider, for externally focused roles, remote work based on the strength of the candidate and organizational needs. In such cases, the candidate must be also willing to travel as required.

The Lung Health Foundation is committed to providing a barrier-free work environment in concert with the Accessibility for Ontarians with Disabilities Act and the Ontario Human Rights Code. As such, we will make accommodations available to applicants with disabilities upon request during the recruitment process.

The Lung Health Foundation is an Equal Opportunity Employer and is committed to the principle of equal employment opportunity for all employees and to providing a work environment free of discrimination and harassment. All employment decisions are based on business needs, job requirements and individual qualifications, without regard to race, colour, religion or belief, national, social or ethnic origin, sex (including pregnancy), age, sexual orientation, gender identity and/or expression, marital, civil union or domestic partnership status, family or parental status, or any other status protected by the laws or regulations in the province where we operate. At the Lung Health Foundation, we value the insights and innovation that diverse and inclusive teams bring to work.

HOW TO APPLY:

If you are interested in this opportunity and have the skills and experience required, we invite you to apply through our careers page at https://lunghealth.ca/careers/ and in your cover letter please include the position title you are applying for. We appreciate your interest in this opportunity, however, only those selected for an interview will be contacted

TAKE DOWN:

May 25, 2023