Job Posting: Senior Executive Assistant

About SPRINT Senior Care:

SPRINT Senior Care began caring for seniors and enabling seniors to care for themselves in 1983. We continue to do so today as an accredited, not-for-profit community support service agency in Toronto by offering a wide range of practical and low-cost services to seniors and their caregivers. Our services help seniors stay safe, connected, and live as independently as possible. They also prevent premature or inappropriate institutionalization.

Position Type:

Full-time, Permanent

Department:

Administration 

Reports To:

CEO

Job Summary:

The Senior Executive Assistant provides confidential administrative support to the CEO, COO, CFIO and CHRO in a dynamic environment. The Senior Executive Assistant has access to information of a highly confidential nature, including information regarding staff, management and corporate financial matters, which must be held in the highest level of confidence.

The Senior Executive Assistant will support the service atmosphere and professionalism that exemplifies SPRINT Senior Care’s values. 

Responsibilities:

Senior Executive Assistant’s Responsibilities:

• Exercising sound judgement and independence in supporting these positions, while managing day-to-day administrative activities.
• Functioning with a high degree of attention to detail, quality, accuracy and prioritization of work in a team setting.
• Acting with considerable knowledge, latitude, discretion, and judgment. This requires an ability to interpret differences between vital and routine matters.
• Developing appropriate management solutions and forwarding these solutions to the CEO for consideration.

Senior Executive Assistant’s Responsibilities for CEO:

• Manage the CEO’s office including the preparation of correspondence, information, presentation materials and reports.
• Manage the CEO’s calendar, arrange meetings and appointments, and prepare materials for meetings.
• Provide Board of Directors support – including preparation and distribution of correspondence and materials, meeting organization, committee meeting support, and taking meeting minutes as required.
• For various meetings including board, board committee and staff meetings, arrange meeting rooms, virtual meetings (Zoom & Teams), audio visual and equipment for meetings; catering as needed; attend meetings and document minutes, and maintain meeting evaluation statistics.
• Manage board member and board committee member application, onboarding and offboarding processes.
• Manage Board Member donor stewardship process.
• Conduct research on a variety of topics as required.

Senior Executive Assistant’s Responsibilities for CFIO:

• Assist with printing cheques and coordination of appropriate signatures.
• Assist with bank deposit processing.
• Assist with data entry for donations and client fee payments.
• Assist with client arrears process and client balance inquiries.
• Assist with finance department mailings, including client billing.
• Assist with donor thank you letters and donation receipt processing.
• Complete other tasks as required.

Senior Executive Assistant’s Responsibilities for COO & CHRO:

• Support Joint Health & Safety Committee and health and safety initiatives.
• Manage systems for storing confidential and sensitive documents including agency contracts, ensuring filing systems are maintained and up to date, and secured.
• Assist with file management of labour relations, human resources and staff files, which may include data gathering, and preparing documentation and reports.
• Maintain agency General Policy Manual and Board of Directors Manual.
• Maintain emergency contact lists.
• Support the administration and maintenance of telephone/voice mail system.
• Assist as required with building and equipment maintenance and repairs, accountable to the COO.
• Orient and train clerical and reception staff, and provide daily lunch coverage, and vacation/sick coverage as required.
• Assign and monitor clerical and reception functions.
• Coordinate and complete various special projects/assignments as required.
• Participate in training and education to upgrade skills as directed by SPRINT Senior Care to fulfill the responsibilities of the position.
• Provide administrative support for contract management (hard and soft copy filing), HR files and financial administration and support to the CHRO.

Qualifications:

• Successful completion of a college or university diploma/degree in business, communications, office administration, or similar field.
• Five years of experience working as an Executive Assistant reporting directly to a senior executive, with demonstrated experience managing their calendar, contacts, calls and routine correspondence.
• Demonstrated technical skills including proficiency with Microsoft Office (Word, Excel, PowerPoint, Outlook), Adobe Acrobat and virtual meeting platforms (Zoom, Teams).
• Demonstrated ability to provide competent and confident support to the CEO.
• Excellent time management, organizational and self-planning skills displaying flexibility by adjusting work schedules according to changing priorities, meeting demanding deadlines and producing high quality work.
• Experience handling confidential and sensitive information and ability to show discretion.
• Excellent written, verbal, and interpersonal skills.
• Meticulous attention to detail.
• Experience taking minutes during meetings.
• Ability to prepare reports based on data.
• Demonstrated commitment to ongoing learning and skills advancement.
• Operates in a proactive manner as opposed to a reactive manner.

Required Attributes:

• Strong work ethic; positive, client focused attitude; demonstrated commitment to providing outstanding customer service.
• Ability to maintain the highest level of professionalism and confidentiality while liaising with all levels of employees, clients and Board Members.
• Demonstrated ability to make decisions, exercise good judgement, and take initiative
• Intuitive; resourceful; dependable and reliable.
• Self-starter, adaptable and good team player.
• Ability to be a resourceful independent thinker in a fast-paced environment is critical.

Our Caring Workplace:

Working at SPRINT Senior Care, you’ll have the opportunity to be a part of a passionate team committed to providing client-centred, high quality services to seniors in our service area.

SPRINT Senior Care’s inclusive environment is one of many benefits for staff, including SPRINT Senior Care’s dedication to staff wellness, a comprehensive benefits package for eligible employees, and comprehensive training and tuition reimbursement programs.

How To Apply:

Please email your applications quoting “Senior Executive Assistant” in your subject title to jobs@sprintseniorcare.org.

We appreciate all applications; however, only applicants selected for an interview will be contacted. 

SPRINT Senior Care encourages applications from candidates who reflect the diversity of our community.

SPRINT Senior Care is committed to inclusive and accessible recruitment practices in accordance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disability Act (AODA). Reasonable accommodations are available on request for candidates with disabilities taking part in all aspects of the selection process.

If you require an accommodation to fully participate in our application or hiring processes, please contact Human Resources at 416-481-0669 ext. 1207 or jobs@sprintseniorcare.org