Executive Assistant

CHATS; Aurora; Hybrid; CAD 55,000 - 75,000; Full time

Job summary

A community service organization in Aurora seeks a proactive Executive Assistant to support three Vice Presidents and ensure smooth operational flow. The ideal candidate has over 5 years of executive administrative experience, advanced skills in Microsoft 365, and excellent organizational abilities. This full-time role provides comprehensive health benefits, a pension plan, and opportunities for career growth in a hybrid work environment.

Benefits

Comprehensive health and dental benefits

Defined benefit pension plan

Employee training and development programs

Corporate discounts through Perkopolis

Qualifications

• Minimum 5 years relevant executive-level experience.
• Exceptional minute-taking and transcription skills.
• Ability to handle confidential information scrupulously.

Responsibilities

• Provide administrative support to three Vice Presidents.
• Coordinate meetings and manage records and policy administration.
• Act as a resource for information related to executive office activities.

Skills

Organizational skills

Advanced proficiency in Microsoft 365

Exceptional communication skills

Project management skills

Customer service orientation

Education

Office administration training equivalent to a college diploma

Tools

DocuSign

WordPress

Adobe

Virtual Collaboration Tools

Job description

Executive Assistant

Full-time | Hybrid | 35 hours per week

Hours: Monday to Friday, 8:30 a.m. – 4:30 p.m. (occasional evenings and weekends work required)

We are seeking a highly organized and proactive Executive Assistant to provide comprehensive executive administrative support to three Vice Presidents and coordinate activities within the Executive Office. This key role ensures smooth communication, efficient meeting coordination, and timely execution of administrative priorities, contributing to the overall success of leadership operations.

Key responsibilities of the position:

1. Provide administrative support to ensure effective and efficient coordination of activities for the VP of Client Care and Services, VP of Finance and Corporate Services, and VP of Quality and Strategic Initiatives.
2. Coordinate all administrative requirements for efficient meetings, including the Leadership Team, Quality, and Finance & Audit Committees.
3. Act as a resource for information related to executive office activities.
4. Manage records & policy administration.
5. Coordinate contracts and agreements.
6. Contribute to team effectiveness.

What you bring to the role:

1. Recognized training in office administration, equivalent to a college diploma, combined with a minimum of 5 years’ relevant executive-level experience.
2. Advanced proficiency in Microsoft 365, DocuSign, WordPress, Adobe, and Virtual Collaboration Tools.
3. Exceptional minute-taking and transcription skills.
4. Excellent organizational and administrative abilities.
5. Strong project management skills.
6. Approachable, diplomatic, and self-motivated with exceptional communication skills, both oral and written.
7. Strong customer service orientation.
8. Scrupulous handling of confidential information.
9. Ability to work with minimal supervision and demonstrate exceptional follow-up and accuracy.
10. Availability to attend Board and Committee meetings outside of regular business hours.
11. A valid Ontario Driver’s License and a vehicle are required to perform the responsibilities of this position.

What we offer:

1. Comprehensive health and dental benefits.
2. Defined benefit pension plan.
3. Employee and Family Assistance Program (EFAP).
4. Life and disability coverage.
5. Corporate discounts through Perkopolis.
6. Employee training and development programs with access to comprehensive e-learning.
7. Staff appreciation events.
8. Rewards and recognition programs.
9. A positive culture with a strong emphasis on relationship-based care.
10. Hybrid work environment.
11. Opportunities for advancement and career growth within the organization.
12. Supportive team environment.

If you are a proactive, detail-oriented professional who thrives in a fast-paced executive environment, we invite you to bring your expertise and passion to our team.

CHATS IS AN EQUAL OPPORTUNITY EMPLOYER

CHATS is committed to creating a diverse and inclusive workforce to reflect the community it serves. We welcome applications from all qualified candidates from diverse backgrounds. CHATS continuously strives to support individual needs and differences in our recruitment & selection process and work environment that is built on inclusivity and respect for everyone.

CHATS promotes an accessible and inclusive environment to ensure all clients, employees, and volunteers feel supported, valued, and respected.

We are committed to meeting the accessibility needs of all individuals in accordance with the Accessibility for Ontarians with Disabilities Act (AODA) and the Ontario Human Rights Code (OHRC). Our recruitment and hiring processes will be modified to accommodate disabilities upon request.

We thank all applicants for their interest; only those selected for an interview will be contacted.

About CHATS

Since 1980, CHATS has been a leader in providing home and community services for seniors and their caregivers. We offer a full range of home care and community programs that meet the changing needs of more than 8,100 York Region and South Simcoe seniors and caregivers each year.

CHATS firmly believes that our employees drive the success of the organization. With this success in mind, we strive to create and provide an environment that offers challenging, stimulating, and rewarding career opportunities.

We also believe in a client and family-centered approach based on compassionate care that empowers older adults and their caregivers to live their best lives at home and in their communities.