Executive Assistant, Office Of The Ceo

Why you’ll love working here:

• Membership in HOOPP’s world class defined benefit pension plan, which can serve as an important part of your retirement security
• Our commitment that equity, diversity, and inclusion are fundamental to our work environment and business success, which helps employees feel valued and empowered to be their authentic selves
• Yoga classes, meditation workshops, nutritional consultations, and wellness seminars
• Optional post-retirement health and dental benefits subsidized at 50%
• Access to an annual wellness reimbursement program for health and wellness-related expenses for permanent and temporary employees
• The opportunity to make a difference and help take care of those who care for us, by providing a financially secure retirement for Ontario healthcare workers
• High-performance, people-focused culture
• Learning and development initiatives, including workshops, Speaker Series events and access to LinkedIn Learning, that support employees’ career growth
• Competitive, 100% company-paid extended health and dental benefits for permanent employees, including coverage supporting our team's diversity and mental health (e.g., gender affirmation, fertility and drug treatment, psychological support benefits of $2,500 per year, and newly extended maternity/parental leave top of 26 weeks)

Job Summary:

Reporting to the Chief of Staff, Office of the CEO, the primary function of this position is to provide executive administrative support to the President & CEO and Chief of Staff.

What you will do:

• Calendar management to ensure smooth day-to-day operations.
• Provide professional, proactive and comprehensive administrative support for the President & CEO and Chief of Staff, including:
• Diplomatically handles telephone complaints, inquiries, requests for information, etc. from clients, staff, stakeholders and other parties
• Other administrative duties, as required
• Maintenance of Office of CEO organizational charts
• Proactively monitors calendars and makes all preparations for guests
• Works with the EA Team to develop administration procedures and processes to continuously improve efficiency and effectiveness.
• Proactively assists the CoS in planning and successful implementation of All-Staff Corporate Events and HOOPP’s United Way campaign.
• Handles interactions with members, visitors, board members and staff with professionalism and respect.
• Timely document and corporate records management
• Maintains professional office space in CEO Office area
• Is responsible for Office of CEO administration activities, including:
• Always maintains confidentiality and uses a high degree of discretion
• Travel arrangements, conference registration, etc.
• Informs reception of guests and greets visitors
• Organizes meeting logistics and catering
• Organize and prepare for meetings, including gathering documents, formatting presentations, reports and other materials
• Processes and submits invoices and expense claims accurately and on schedule
• Other duties, as assigned.
• Meeting scheduling & meeting logistics planning/execution (room bookings, catering, technology, etc.)
• Assists the CoS in planning and organizing “EA Forum” meetings, work plans and action items.
• Plans and schedules cyclical activities impacting CEO office team (i.e. budget, performance review processes, quarterly CEO Board reports, etc.)

What you bring:

• Collaborative and creative with a desire to make a positive contribution to the division, cross-divisional teams and the organization
• Strong interpersonal skills with ability to build effective and collaborative working relationships with internal and external stakeholders
• Understanding of fiduciary responsibility and budgetary management experience
• Excellent written and verbal communication skills
• Proactive and client service focused (internal and external) with excellent problem-solving skills
• Ability to work independently with minimum direction while keeping the SVP informed of potential problems or sensitive issues.
• Sense of urgency
• Demonstrated experience in project management, multi-tasking, and coordination.
• Flexible and committed to getting the job done
• Committed to all of HOOPP's values: Professional, Accountable, Collaborative, Trustworthy and Compassionate
• Attention to detail
• High level of professionalism and ability to work in an environment where a high level of confidentiality, tact, accuracy, quality and time sensitivity is essential.
• Excellent oral and written communication skills to interact with individuals at all levels.
• Strong writing skills are essential - including correspondence, reports, presentations and minute-taking
• Solution-focused, takes initiative to ensure self and team work effectively within established guidelines and timeframes
• Able to work in office 5-days week within core hours and flexible to work outside regular business hours, as required, to meet the CEO Office needs and deadlines.
• Attention to detail, commitment to thoroughness and timeliness
• Advanced MS Office software skills; must be an expert in Outlook, PowerPoint, Word, Excel
• Multi-tasking in fast paced, deadline driven environment
• 4 - 5 years Executive administrative support experience in a corporate business environment at the senior level
• High sense of discretion
• Strong organizational, time-management and analytical skills
• Experience with organizing large scale hybrid meetings (MS Teams, Zoom)
• Proven ability to effectively communicate with senior leaders, staff and board members
• Actively participates in HOOPP’s culture-building events and always contributes constructively and positively to the CEO Office team and HOOPP’s culture overall.
• Experience with events management and corporate fundraising.