Executive Assistant Jobs

The Health Products Stewardship Association (HPSA) operates returns programs that are an easy and safe way to dispose of medications and other health products that we all have in our homes.

This role serves as primary administrative support to and point of contact for HPSA’s Executive Team and secondary support to the general HPSA Team.

This role serves as the primary administrative support to and point of contact for HPSA including serving as the administrative support and liaison with the Board.This role involves administrative operations and the coordination of events and functions.This is an on-site role that will provide some flexibility while balancing organizational requirements.

KEY RESPONSIBILITIES:

Executive Support

1. Provide general office administrative support (communication and coordination) for the Executive Team and the HPSA Board.
2. Provide travel and logistical support for the Executive Team, including expense reporting.
3. Expense reporting management and coordination with Finance on Monthly and Quarterly reporting.
4. Prepare, including drafting and editing, correspondence, presentations, and reports as assigned. Support Executive Team with internal and external communications as well as calendar scheduling.
5. Monitor and manage correspondence, calendar, tasks, creating and ensuring effective and efficient workflow via multiple channels and platforms. Communicate information on behalf of the Director General to relevant recipients.
6. Work with appropriate teams to ensure that information is correct and up to date on applicable websites.
7. Respond to requests for information and materials, coordinating with other staff as needed across the organization.
8. Liaise and support relationships with key stakeholders, networks and entities, and capture and update information into database systems, as applicable.
9. Organize and maintain all correspondence, files, and official organizational records.
10. Prepare, process and track expense reports as applicable.
11. Prepare daily/weekly briefings for the Executive Director on projects, meetings, conferences, and other activities.

Board Support

1. Coordinates activities and events with the HPSA team for Board meetings and events tasked to the Director General/Board.
2. Organize, coordinate and assist in the preparation and distribution of all agenda materials for boards, and/or committees, record and distribute minutes.

Event Coordination

1. Coordinate and organize aspects of special events (e.g., researching and choosing venues, arranging travel and transportation of attendees, collecting, and organizing event material and other necessary logistics).
2. Maintain calendars, schedule appointments and coordinate all logistics for internal and external meetings and conferences, including travel, as requested.

SKILLS, KNOWLEDGE & EXPERTISE:

The successful candidate will:

• Have the capacity to navigate, digest, and make decisions and provide recommendations amidst uncertainty.
• Be professional in both internal and external interactions, with the ability to remain calm under pressure.
• Demonstrate commitment towards gender equality, equity, and justice in all aspects of our programming, plans, policies, and organizational structure.
• Possess excellent verbal and written communication skills.
• Have a proven ability to be self-motivated, work independently with minimal direction and collaboratively within a team environment .
• Be able to problem solve with agility.
• Be proactive and motivated to improve current processes and build efficient systems.
• Have an ability to establish and maintain cooperative working relationships with co-workers and external contacts.
• Demonstrate absolute discretion and sensitivity toward confidential information
• Demonstrate respect for and support of the mission, vision and values of HPSA
• Have exceptional attention to detail and commit to faultless execution of tasks.
• Have a proven ability to plan and organize tasks and responsibilities including multitasking, setting priorities and deadlines, in a fast-paced, complex environment.

Education, Experience and skills

• Project Management skills and/or training are considered an asset.
• At least 5 years of work experience as an Administrative Assistant or Executive Assistant is required.
• Accuracy and attention to detail are crucial for collaboration with partners and well as the day-to-day operations of the Executive Team.
• Ability to accurately convey key messages in lay terms to internal and external stakeholders regarding select departmental initiatives.
• Administrative coursework and college or university studies preferred.
• A requirement to maintain confidentiality on legal files and other sensitive materials.
• Proven competency in using Adobe Acrobat and various Microsoft programs including Word, Outlook, Teams, Excel, and PowerPoint as well as experience in the use of software programs such as SharePoint, and Zoom.
• Proficiency in all styles of communication (e.g., verbal, written, visual (presentations, etc.).

Language Skills

Must be proficient in English. The ability to speak and work in French is an asset.

Interested applicants should forward a cover letter and resume to the attention of Terri Drover, Director Generalby email c/[email protected] indicatingExecutive Assistant in the Subject field.

HPSA is strongly committed to the principles of equal opportunity and non-discrimination.We encourage people from frequently underrepresented and marginalized communities to apply.HPSA has a mandatory COVID-19 vaccine policy in place for employees unless official documentation of a human rights exemption is provided and can be accommodated.

We thank all candidates in advance.We will, however, contact only those selected for an interview. Visit us atwww.healthsteward.ca