City : Toronto, Ontario, Canada

Category : Full time

Industry : Public Services/Utilities

Employer : Healthcare of Ontario Pension Plan (HOOPP)

Why you’ll love working here:

• high-performance, people-focused culture

• 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

• learning and development initiatives, including workshops, Speaker Series events and access to LinkedIn Learning, that support employees’ career growth

• membership in HOOPP’s world class defined benefit pension plan, which can serve as an important part of your retirement security

• 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)

• optional post-retirement health and dental benefits subsidized at 50%

• yoga classes, meditation workshops, nutritional consultations, and wellness seminars

• 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

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:

• Provide professional, proactive and comprehensive administrative support for the President & CEO and Chief of Staff, including:

  • Calendar management to ensure smooth day-to-day operations.

  • Proactively monitors calendars and makes all preparations for guests

  • Handles interactions with members, visitors, board members and staff with professionalism and respect.

  • Organize and prepare for meetings, including gathering documents, formatting presentations, reports and other materials

  • Meeting scheduling & meeting logistics planning/execution (room bookings, catering, technology, etc.)

  • Travel arrangements, conference registration, etc.

  • Diplomatically handles telephone complaints, inquiries, requests for information, etc. from clients, staff, stakeholders and other parties

  • Maintains professional office space in CEO Office area

  • Always maintains confidentiality and uses a high degree of discretion

  • Informs reception of guests and greets visitors

  • Organizes meeting logistics and catering

• Is responsible for Office of CEO administration activities, including:

  • Processes and submits invoices and expense claims accurately and on schedule

  • Timely document and corporate records management

  • Maintenance of Office of CEO organizational charts

  • Plans and schedules cyclical activities impacting CEO office team (i.e.  budget, performance review processes, quarterly CEO Board reports, etc.)

  • Other administrative duties, as required

• Proactively assists the CoS in planning and successful implementation of All-Staff Corporate Events and HOOPP’s United Way campaign.

• Assists the CoS in planning and organizing “EA Forum” meetings, work plans and action items.

• Works with the EA Team to develop administration procedures and processes to continuously improve efficiency and effectiveness.

• Other duties, as assigned.

What you bring: ​

• 4 - 5 years Executive administrative support experience in a corporate business environment at the senior level

• Experience with events management and corporate fundraising.

• Demonstrated experience in project management, multi-tasking, and coordination.

• Excellent oral and written communication skills to interact with individuals at all levels.

• Advanced MS Office software skills; must be an expert in Outlook, PowerPoint, Word, Excel

• Attention to detail, commitment to thoroughness and timeliness

• 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.

• Ability to work independently with minimum direction while keeping the SVP informed of potential problems or sensitive issues.

• Experience with organizing large scale hybrid meetings (MS Teams, Zoom)

• Strong writing skills are essential - including correspondence, reports, presentations and minute-taking

• Proven ability to effectively communicate with senior leaders, staff and board members

• Strong organizational, time-management and analytical skills

• Excellent written and verbal communication skills

• 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.

• Flexible and committed to getting the job done

• Multi-tasking in fast paced, deadline driven environment

• Collaborative and creative with a desire to make a positive contribution to the division, cross-divisional teams and the organization

• Proactive and client service focused (internal and external) with excellent problem-solving skills

• Understanding of fiduciary responsibility and budgetary management experience

• Committed to all of HOOPP's values: Professional, Accountable, Collaborative, Trustworthy and Compassionate

• Attention to detail

• High sense of discretion

• Sense of urgency

• Solution-focused, takes initiative to ensure self and team work effectively within established guidelines and timeframes

• Strong interpersonal skills with ability to build effective and collaborative working relationships with internal and external stakeholders

• Actively participates in HOOPP’s culture-building events and always contributes constructively and positively to the CEO Office team and HOOPP’s culture overall.