Executive Assistant AgeCare

AgeCare; Mississauga; On-site; CAD 60,000 - 80,000; Full time

Job summary

AgeCare seeks a self-driven Executive Assistant for its Ontario office. The role involves supporting high-level executives, managing schedules, organizing meetings, and providing administrative duties. Ideal candidates will possess strong communication skills and a background in business administration, coupled with extensive experience in a fast-paced environment. Join AgeCare and contribute to enriching the lives of seniors with dignity and compassion.

Benefits

Competitive salary and benefits package

Emphasis on work-life balance

Opportunities for professional growth

Qualifications

• Minimum five years’ experience as an Executive Assistant.
• Fluency in English, both orally and in writing required.
• Ability to maintain confidentiality and handle sensitive issues.

Responsibilities

• Manages schedules and coordinates meetings.
• Acts as a representative of the Executive with sound judgment.
• Organizes travel and prepares meeting documentation.

Skills

Adaptability

Organization

Communication skills

Client service

Attention to detail

Education

Post-secondary education in Business Administration

Tools

MS Word

Excel

PowerPoint

Visio

SharePoint

OneDrive

MS Teams

MS Edge

Job description

The Opportunity

Are you a self-driven and passionate individual? AgeCare’s Ontario office is looking for an Executive Assistant. The Executive Assistant provides executive administrative support to two Vice Presidents of Long-Term Care and the Vice President, Resident Care & Services within our Ontario Office. The Executive Assistant performs, coordinates, and oversees office administrative duties, including reception, while providing an extensive level of support to Executive leadership. The incumbent possesses the following core competencies; adaptability, organization, proactive anticipation of needs, effective communication skills both orally and written, client service, broad understanding of business concepts, team player, excellent computer/technical skills, attention to detail and exhibits sound judgement. This is not a hybrid position.

About Us

At AgeCare, our mission is to empower residents to live their lives to the fullest by prioritizing their health and well-being. We are deeply committed to delivering exceptional care and service to everyone under our care. Our focus is on fostering friendships, ensuring security and peace of mind, and cultivating vibrant and fulfilling communities. We firmly believe that we are working in our residents' homes, and we dedicate ourselves to providing a comfortable and person-centered environment. Working in long term care is more than just a job; it is a calling for many of us.

What You Will Do

General Duties

• Manages schedules and calendars, including arranging meetings and scheduling appointments.
• Acts as a representative of the Executive by demonstrating sound judgment with both internal and external clients.
• Coordinates Agreements with Ontario Health.
• Coordinates vendor contracts for Corporate vendors and vendors at sites.
• Monitors and appropriately responds to emails, voicemails, and other correspondence promptly.
• Ensures effective communication within the Executive as well as to the organization.
• Communication with key clients, including follow-up before and after meetings with agendas or follow-up actions.
• Organizes incoming information and tracks and monitors emerging priorities and events.
• Monitors and schedules approvals and project deadlines.
• Types, formats, and creates documents.
• Creates and maintains online filing systems.
• Reconciles and submits monthly expenses.
• Schedules and coordinates meetings, both internally and externally, including all meeting coordination, hotel requirements, preparation of meeting materials, minutes, and follow-up.
• Organizes all details for executive travel and client visits, including flights and accommodations.
• Develops and/or prepares correspondence, reports, charts, graphs, and PowerPoint presentations.
• Assists with the onboarding of new office team members.

Reception Duties

• Promptly and efficiently receives and directs calls to staff through an online call system.
• Prepares outgoing mail and courier packages as required.
• Distributes incoming mail and courier packages to the appropriate recipient.
• Manages office supply inventory, as necessary.
• Coordinates and maintains supplies for the photocopier and any other designated office equipment as appropriate.
• Prepares & coordinates meeting rooms to ensure readiness for next scheduled functions and maintains room booking calendars.

What We Offer:

• Inspiring vision that centers around promoting and fostering a person-centered care philosophy.
• Competitive salary and benefits package.
• Diverse career experiences and opportunities for professional growth and development.
• Emphasis on work-life balance for a healthy and fulfilling professional life.
• Access to technology, tools, and resources to enhance your job performance and efficiency.

What You Bring:

• Post-secondary education in Business Administration, or a relevant discipline.
• Must be fluent in English, both orally and in writing.
• Minimum five years’ experience as an Executive Assistant working in a fast-paced and high-energy environment.
• Demonstrated proficiency in MS Word, Excel, PowerPoint, Visio, SharePoint, OneDrive, MS Teams, and MS Edge.
• Demonstrated ability to maintain confidentiality and handle issues of a sensitive nature with tact and discretion.
• High level of organizational skills; excellent attention to detail.
• Ability to support the Executives and balance multiple projects.
• Ability to follow through on projects to successful completion, often with deadline pressures and conflicting priorities.

What Are You Waiting For?

Join us at AgeCare to celebrate the ageless spirit of people through service and innovation. If you're passionate about serving seniors with dignity, respect, and compassion, join our team and make a meaningful difference in the lives of residents and their families.

At AgeCare, we value diversity and inclusion and encourage all qualified individuals to apply. We thank all applicants for their interest; however, only those selected for an interview will be contacted.

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If you’re motivated by the privilege of serving our seniors with dignity, respect and compassion, come join us!