Executive Assistant, Office of the CEO
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
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.