Executive Assistant

Acclaim Health is a registered charity with over 700 employees that helps over 30,000 people each year. We are Halton’s most trusted home care and community support services provider – and have been for over 95 years. We have a proud and long tradition of providing home and community care to families across the region.

At Acclaim Health we pride ourselves on creating good in the world by giving back to our community, and through a culture of caring, for our patients, clients and our colleagues. We offer our colleagues flexibility, recognition, benefits, a supportive learning culture, and an expectation of high standards, all while having fun!

We are currently looking for an experienced Executive Assistant to the Chief Executive Officer to join our team. This role is an integral member of our team and focuses on operational excellence and administrative support primarily to the CEO and Board of Directors. This position is based at our Oakville head office and may include a combination of virtual and in-office work. This is a permanent full-time position with generous vacation, full benefits, and company-matched pension plan.

Reporting to the CEO, this position demands the utmost discretion and a high level of confidentiality and professionalism. You are an enthusiastic professional with experience supporting senior executives and a not-for-profit Board of Directors. It is essential to be an effective communicator, organized, and able to work independently and collaboratively with a proactive approach. You must flexible to attend board meetings outside of normal working hours.

PRIMARY FUNCTIONS:

• Organizes, coordinates and maintains the daily itinerary and materials for the CEO
• Assists in the preparation of the monthly board and committee meeting agendas.
• Manages the BoardWorks platform. Coordinates and posts to Boardworks the monthly Board package in an accurate and timely manner.
• Ensures BoardWorks is up to date re: governance materials
• Ensures meeting rooms/virtual hardware are prepared for CEO and Board-related meetings
• Records and transcribes minutes of Board and Board Committee meetings and follows up as directed.
• Maintains official records of Board and Board Committee meetings and other documents ensuring confidentiality and retention according to policy.
• Maintains the Board and Board Committee annual workplan and coordinates the attendance of internal and external partners
• Organizes and coordinates the Annual General Meeting, special meetings, courses/conferences, and travel arrangements on behalf of the CEO, Directors and Board of Directors.
• Ensures the Ontario Business, Board and Officer registries are maintained, updated and notifications completed as required.
• Ensures insurance documents are up to date and obtains insurance certificates as required
• Ensures all requirements for trademark and incorporation are maintained.
• Oversees contract file management
• Manages off-site business records
• Arranges for courier service
• Participates effectively on internal committees
• Maintains a high level of confidentiality

QUALIFICATIONS & EDUCATION:

• Administrative assistant certificate from a recognized institution or equivalent with experience.

EXPERIENCE & SKILLS:

• Minimum 3 to 5 years’ office administration at an Executive Assistant level or comparable.
• Previous experience supporting a not-for-profit Board of Directors required.
• Experience working with highly confidential information.
• Knowledge and understanding of governance rules and procedures.
• Strong communication and interpersonal skills.
• Working knowledge of Microsoft Word, Excel and Outlook.
• Excellent organizational and time management skills.
• Demonstrated ability to work independently and collaboratively as a team member.
• Valid Ontario driver’s license, use of vehicle and insurance per the Acclaim Health policy.
• Flexibility to attend board meetings outside of normal working hours.

Starting salary range: $53,839.50 - $58,929.00