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The Opportunity: Full Time (1.0 FTE or 75 hours bi-weekly, Hybrid

Posting Date: July 10, 2024

The Executive Assistant (EA) to the Chief Executive Officer (CEO) provides a comprehensive range of administrative and support services for the CEO and Carefor’s Board of Directors. Often acting as a representative of the CEO and of the organization, the Executive Assistant portrays a positive and professional image of Carefor.

The Executive Assistant has a solid understanding of the business and the importance of the interconnecting relationships between people, projects and overall operations and liaises with all levels of internal and external stakeholders.

Who we are: Carefor is a not-for-profit with over a century of providing home and community care support to some of Eastern Ontario’s most vulnerable people. We are also the region’s largest home healthcare and community services agency with over 1,400 staff. For you this means the opportunity to learn and grow in your career.

Job Description
  • What You Will Do: Supporting the Office of the CEO and CEO
    • Organizes and maintains daily schedule of appointments, meetings and events
    • Responds to internal and external correspondence as appropriate, regularly monitoring the CEOs inbox
    • Responds to telephone and e-mail inquiries and redirects as appropriate
    • Sets up and maintains filing systems for CEO’s office
    • Arranges registration, hotel accommodations and travel arrangements
    • Maintains and processes attendance reports, requisitions, documents, contracts and other materials that require approval of the CEO
    • Maintains positive rapport with members of the senior management team and board members for the effective and efficient coordination, delegation and timely distribution/collection and flow of information and reports required by the office of the CEO
    • Assists the CEO or delegate with research, coordination of information, preparation of reports/contracts/RFP submissions and communications
    • Assists the CEO or delegate in preparation of response to inquiries for legal matters, investigations, and release of confidential information with regard to PHIPA and other regulations
    • Prepares responses to surveys including data collection, preparing executive summaries and reports
  • What you will do: Supporting the Board of Directors (BOD)
    • Serves as coordinator to the Board including, scheduling meetings, attending, and taking meeting minutes for Board of Directors, standing committees and sub-committees
    • Drafts, prepares, and distributes agendas, correspondence, minutes, communications, and documentation for Board, standing committees and sub-committee meetings
    • Maintains records of minutes and documentation for Board, standing committee and sub-committee meetings
    • Assists with the recruitment and orientation of Board members by preparing, updating, maintaining, and distributing digital Board Member Orientation packages and information on the Board of Directors secure website
    • Maintains profiles, documents and listings of the Board of Directors, Officers of the Corporation, membership on committees including contact information, meeting attendance, results of nomination surveys and submission of documentation such as confidentiality agreements, conflict of interest, etc.
    • Maintains content on and administers access to the Board of Directors secure website
    • Prepares, distributes, summarizes, and maintains Board member evaluation surveys and related processes
    • Arranges registration at meetings, hotel accommodation and travel for Board members as required
  • What you will do: Corporate Records
    • Serves as the point of contact and control for the development and maintenance of all corporate policies and procedures including By-laws, Governance policies and Operational policies and procedures
    • Prepares, formats, drafts, edits, proofs, and finalizes official corporate documents, including policies and By-laws
    • Maintains numbering and recording system and electronic filing and distribution of all corporate policies and procedures
    • Maintains the use of the corporate seal and other official documents such as annual reports, audited financial statements, etc. in a confidential manner
    • Maintains corporate and original files of bylaws, letters patent, business and other registrations, accreditation reports, auditor reports etc
  • What you will do: Health & Safety Accountability
    • Functions and reports in compliance with the Occupational Health and Safety legislation, regulations, and Carefor policies and procedures
    • Participates in health and safety training including WHMIS and applies this knowledge in the workplace
    • Reports any violations of the Health and Safety Act or the regulations, or the existence of any hazard
  • Qualifications:
    • Post-secondary education in business administration, office administration or related field, or an acceptable combination of education and experience may be considered
    • A minimum of five years of experience in a senior administrative support role with demonstrated progression of responsibilities
    • Experience supporting a Board of Directors
    • Previous experience working in the Healthcare sector and/or not-for-profit organisation
    • Thorough knowledge of MS365, Outlook/Teams, general office procedures and proficient in the use of office equipment and technology including intranet and Microsoft Office products with the ability to adapt to changing technology
    • Highly developed organisation and planning skills
    • Advanced records management and minute-taking skills.
    • Strong English writing skills with the ability to develop and edit meeting minutes, compose correspondence and other reports and documents as required
    • Exercises sound judgement, tact, diplomacy, and confidentiality in establishing and maintaining positive communications with internal and external stakeholders
    • Ability to take initiative and work independently
    • Flexibility to adapt to changing priorities, attention to detail, and ability to multi-task and to meet tight deadlines
    • Ability to provide coaching and oversight to corporate executive assistants
    • Previous experience providing oversight to others is considered an asset
    • Bilingual skills (French and English) are considered an asset
  • Working Conditions:
    • Available to work evenings and attend external events on a scheduled basis
    • May be eligible to work on a hybrid basis between home office and corporate office
    • Occasional travel may be required within Carefor’s geographic regions (e.g. Cornwall, Ottawa, Pembroke)
  • What can we offer you?
    • Carefor is proud to be a Healthcare of Ontario Pension Plan (HOOPP) Employer, HOOPP is one of the best pension plans in North America
    • Competitive wages, ($53,566.50-$70,297.50 annually)
    • Excellent Health & Dental Benefits
    • Education & Training Opportunities
    • Employee & Family Assistance Program
    • Wellness Program

About us:

Carefor is Eastern Ontario’s largest home care and community support services not-for-profit with over 1,600 employees operating in Eastern Counties, Ottawa, and Pembroke-Renfrew County. Formerly the Victorian Order of Nurses, Carefor has been providing service in Ottawa for over 123 years.

Carefor will only provide employment to those who can provide proof of being fully vaccinated against COVID-19, subject to Human Rights exemption.

Carefor is committed to providing an inclusive, barrier-free recruitment and selection process. Please let us know in your application if you require accommodations at any stage of the recruitment process. All requests for accommodation will be considered in a fair and objective manner that will ensure applicants are treated with respect and dignity.

Apply Now

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