Who we are
At Heart & Stroke our mission is to promote health, save lives and enhance recovery. We are committed to a culture that exemplifies our core values: champion health, practice humility, embrace change, drive impact, learn and grow and be heartfelt as we work together to beat heart disease and stroke.
We believe in equity, diversity and inclusion ― it’s embedded in our values and core mission work to support all people in Canada to lead healthier lives. We are committed to applying this principle to cultivate a welcoming environment that embraces diversity among our employees. Candidates from diverse backgrounds, including but not limited to, Indigenous peoples, racialized communities, 2SLGBTQIA+ communities, women, and people living disabilities are encouraged to apply.
To learn more about our mission, values, commitment to EDI, and the difference Heart & Stroke makes in the lives of people in Canada at every age, please visit our website.
The opportunity
Reporting to the Manager, Governance and Executive Support, this permanent full-time role provides senior-level administrative support and coordinates communication and information requests for the Senior Vice President (SVP) of Strategic Operations and Impact Investing (a member of our executive team). Additional administrative support and coordination may also provided to the rest of the Strategic Operations leadership team.
This role also coordinates activities related to supporting timely and appropriate communications and administration for the Finance Committee, various impact investment committees, the Board and other committees as needed. Working with both the Manager and the SVP, the individual will establish administrative systems and processes, coordinate with respective leads and help ensure the team meets its objectives and delivers on its strategic objectives.
The Executive Assistant exercises initiative and independent judgment in managing the SVP’s schedule and daily activities and therefore must be highly organized. The EA uses discretion in the dissemination of information to Committee Members, team members, colleagues and external stakeholders. Flexibility, good judgment, tact and diplomacy are essential, as well as an unflinching commitment to confidentiality.
Heart and stroke support a hybrid work environment and the expectation is that this person would be available to work in person at our Toronto office as required (approximately 1-2 days/week).
How you will make an impact every day
Administrative Support
Provide senior-level administrative and confidential/discrete support to the SVP including calendar management, coordination of meetings, preparing meeting materials, travel arrangements and other administrative tasks
Provide occasional administrative support to department senior leadership team (VP Finance, General Council and Corporate Secretary, Director, Strategy Implementation and Integrated Planning, Director, Marketing Analytics and Director, Impact Investing).
Support the SVP to navigate, facilitate and coordinate the development of key deliverables and review of materials for his/ her full portfolio (e.g., committees, planning, etc.)
Support the planning and coordinating of administrative procedures and systems and devise ways to streamline processes.
Manage electronic filing system, creating files and records as necessary using professional judgment and knowledge of office requirements, updating files and records, determining retention and purging, and retrieving files and documents as needed.
On behalf of the SVP, monitor leave requests from reporting staff and track team vacations.
Process, record and track expenses and other contractual documents requiring approval for which the SVP and team is accountable
Process purchase orders, supply orders, administrative claims and invoices for the team.
Provide in-person or virtual meeting, and videoconference, support
Coordinate with other staff to plan, organize and co-ordinate meetings and interdepartmental projects as required
Provide vacation coverage for other Executive Assistants as needed
Handle designated administrative projects for the SVP or SLT and keep project lead apprised of the progress and outcomes of such projects as required
Internal and External Relationship Management
Act as first contact for SVP by providing appropriate direction to requests while ensuring efficiencies in scheduling, and by responding with judgement, discretion and diplomacy
Organize departmental and leadership meetings, coordinating agendas and materials with the SVP and reach out to colleagues to ensure materials/requirements are met in desired timeframe.
Liaise with other teams and volunteers as an ambassador of the office of the SVP
Determine appropriate course of action, referral and or/ respond to inquiry calls or queries from internal and external stakeholders (e.g., employees, donors, senior volunteers, board members, vendors, organizations, etc.) ensuring that all such correspondence is handled professionally and in a timely manner
Anticipate and support internal meetings, external meetings, including timely scheduling, pre- and post-documentation.
Collaboratively provide assistance to other departments as appointed on a project basis
Who we need
Experience
3-5 years relevant administration experience and coordination of similar activities for an executive office
Proven project coordination and/or management experience across a whole department/function
Experience supporting confidential and senior-level decision-making, demonstrating discretion
Education
Post-Secondary education with a focus on business administration
Skills
Pleasant and professional telephone and email correspondence manner.
Superb interpersonal skills along with outstanding verbal and written communication skills
Knowledge of administrative processes, practices, and procedures and able to support adherence/compliance to corporate requirements, templates and policies
Superior ability to maintain confidentiality at all times and display a high degree of discretion.
Ability to take the initiative and be self-directed, assessing and determining priorities
Knowledge or experience working in multi-level/matrix reporting organization
Highly organized and able to multitask
High attention to accuracy, detail and quality, with an analytic and problem-solving mindset
Excellent organizational, interpersonal and relationship-building skills
Ability to grasp new concepts quickly and respond in a fast-paced department is an asset
Proficient in computer applications for administration and information management (i.e., SharePoint, Excel)
Exceptional computer skills with sound working knowledge of all MS Office Suite applications (MS Word, PowerPoint, Microsoft Outlook)
Digital fluency including demonstrated proficiency with web conferencing programs like Zoom, MS Teams, and the MS suite of programs.
What we offer
At Heart & Stroke, we make it a priority to foster a culture of caring by implementing practices and programs that foster respect, compassion, trust and attentiveness to our own and others’ health and well-being.
In addition to a competitive salary, we believe that time off is integral to the personal health and wellness of our employees. We offer a generous paid time-off package including vacation days, personal days, wellness days, and paid company-wide closure between December 25 and January 1. We also provide competitive health, medical, dental and vision benefits, life insurance, disability benefits, an employee assistance program (EAP) and a defined contribution pension plan with employer matching. Our employees also enjoy a flexible hybrid working model and reimbursement for mobile phones and home office setup, as well as opportunities for professional development.
Apply now
If you want to join the fight to beat heart disease and stroke, please apply by sending your resume by May 31, 2023.
Only those candidates that qualify will be selected for an interview. At this time, all interviews are being conducted via phone and/or video call ― we look forward to “virtually” meeting you!
Accommodation
We are committed to fostering an inclusive, barrier-free and accessible environment. If you have been contacted for an interview and require accommodation to participate in the recruitment and selection process, please let us know and we will do our best to address your needs.
Please note: Heart & Stroke has a vaccination policy that requires all employees to be fully vaccinated unless they have a valid exemption. You can view our policy here.
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