Summary

The Executive Assistant and Board Liaison is responsible for all corporate functions on behalf of the organization and the corporation. This role plays a critical role in the effective operations of the organization’s success. As the lead support for the CEO and Board of Directors, the EA and Board Liaison manages complex and confidential administrative tasks, analytical, research and project management duties.

Description

WellFort is seeking a Full Time Permanent Executive Assistant!

Executive Assistant and Board Liaison

This position requires flexibility in hours of work. Schedule is Monday – Friday 8:00-4:00, with occasional Saturdays and evenings. 

WellFort Community Health Services is a non-profit, values-based organization based in Peel. We provide a wide variety of comprehensive care including primary care, dental, mental health, and chronic disease management with a focus on illness prevention, health promotion and community development. We work with residents and other agencies to increase community capacity. WellFort is committed to providing inclusive, accessible, and sustainable programs and services to a diversely rich community.
Members of the WellFort Family include:

  • Bloom Clinic
  • Bramalea Community Health Centre
  • Diabetes Education Program
  • Four Corners Health Centre
  • Health n’ Smiles

The Executive Assistant and Board Liaison is responsible for all corporate functions on behalf of the organization and the corporation. This role plays a critical role in the effective operations of the organization’s success. As the lead support for the CEO and Board of Directors, the EA and Board Liaison manages complex and confidential administrative tasks, analytical, research and project management duties.

The Executive Assistant maintains the highest levels of confidentiality and integrity at all times. 

What you will do:

  • Provide critical administrative and clerical support to the CEO, members of the Board of Directors and Board committees; Director(s) as required
  • Serve as the primary point of contact for internal and external communication on all matters pertaining to the CEO; including those of highly confidential or critical nature
  • Prepare meeting minutes, documents, publications, and support formal and informal communication between the CEO, create reports and presentations, draft and update Board related materials, including Board Orientation Manual, Board Governance Manual, Board By-laws, Strategic Plan and Board policies.
  • Lead the organization of Board related events and activities, including agenda development, meeting material organization and meeting set up logistics
  • Organizes and attends monthly Board meetings and take minutes.
  • Assists with the creation and collection of documents related to strategic planning and the organizational operational plan.
  • Provides administrative support to capital projects and new initiatives.
  • Participates in organizational outreach and promotional materials such as newsletters, press releases, advertisements.
  • Assists in the collection of materials and reports for funder requirements.
  • Assists all staff to ensure access to the CEO in a timely manner.
  • As requested, manages research, collects, consolidates and may summarize data. Formats to facilitate interpretation and/or to highlight key aspects/trends.
  • Provides administrative support to the CEO such as scheduling, travel arrangements, expense reports and credit card statement reconciliations, In collaboration with the CEO organizes the corporation’s Annual General Meeting. 
  • In collaboration with the CEO is the lead person on the annual report.
  • In collaboration with the CEO maintains and orders all corporate materials such as business cards, letterhead, envelops brochures and other promotional items.
  • Maintains an organization wide master schedule and organizational chart
  • Other duties and responsibilities as may be assigned from time to time.

What you will need:

  • Completion of post-secondary education in a business or office administration or communications program, or related field or a combination of related work experiences program
  • Minimum 5 years’ experience in a senior or executive level administrative support position
  • Demonstrated experience supporting the activities of a volunteer Board of Directors is required; Healthcare not-for-profit experience is considered an asset
  • Advanced knowledge of software programs such as MS Office, (including Word, Excel, Publisher, Outlook), Apple applications, Adobe and Illustrator.
  • Proficient in online tools such as Prezi, Pitkochart, Canva and MailChimp.
  • Excellent communication skills, including experience with report writing, newsletters, research and creating flyers Experience working with confidential and time sensitive documents and information
  • Excellent interpersonal skills and the ability to multi task in a fast-paced environment.
  • Experience working in a value based non-profit or social services organization.
  • Demonstrated ability to work independently and interdependently in an interdisciplinary team environment in which the skills and responsibilities of each team member are recognized and respected. 
  • Ability to speak languages relevant to the residents of the organization’s community is an asset.
  • Proven ability to effectively prioritize workflow to meet deadlines while maintaining a high level of quality and accuracy
  • Strong writing, analytical, and critical thinking skills, and the ability to synthesize and present complex data
  • Strong verbal and interpersonal communication skills, diplomacy, good judgment, and confidentiality
  • A high degree of independence and initiative and tolerance for ambiguity
  • Readily adaptable to learn new process and respond quickly to changing priorities
  • High degree of comfort building relationships and interacting with influential community and business leaders
  • Professionalism in dealing with diverse groups of people, including Board members, senior executives, staff, community leaders, donors, and funded partners.
  • Demonstrated ability in working effectively in a collaborative team culture
  • Strong working knowledge of MS Office, including Word, Excel, PowerPoint and Outlook
  • Understanding of project management principles and systems; familiarity with of MS- Project is an asset
  • High standards of ethics and confidentiality to handle sensitive information
  • Valid driver’s license and consistent access to a vehicle with insurance coverage
Apply Now and EMPOWER your career

Candidates who self-identify as being from a marginalized community, including people with lived/living experience of drug use and/or houselessness, Indigenous peoples, racialized persons, persons with disabilities, newcomers, and 2SLGBTQIA+ persons, are encouraged to apply and will be prioritized. We invite these candidates to indicate their relevant identities in their cover letters.

Requests for accommodation due to disability can be made at any stage in the recruitment process.

The successful candidate will demonstrate a willingness to participate in WellFort’s commitment to becoming an inclusive, barrier-free health centre and an ability to work in an interdisciplinary team.

For more information visit www.WellFort.ca

Initial Hiring Salary Range:  commensurate with skills and experience.
Compensation package includes health and dental benefits and HOOPP pension benefits.

Interested applicants:

Forward your resume and cover letter to hiring@wellfort.ca by 11:59pm on November 10, 2023
Quote “EA102023” in the subject line.

No phone calls please. Successful candidates will be contacted

VACCINATION REQUIREMENT:

As a condition of employment, new WellFort staff must be fully vaccinated unless they have received an exemption from vaccination under the Human Rights Code. Proof of COVID-19 vaccination status will be required before the first day of work or, proof of religious or medical exemption, if or where applicable.

Fully vaccinated is defined as having received the completed series of an accepted COVID-19 vaccine, as recommended by the Office of the Chief Medical Officer of Health and having received the final dose at least 14 days before your employment start date.

The candidate will be asked to provide WellFort with proof of full vaccination, prior to their employment start date. Acceptable proof is a Ministry of Health Dose Administration Receipt (or such other proof of vaccination that the Province of Ontario sanctions). This can be obtained through the Provincial portal https://covid-19.ontario.ca/get-proof/.

The requirement to be fully vaccinated is subject to the Ontario Human Rights Code. If the candidate is unable to vaccinate for a reason protected by the Code, a request for accommodation can be requested and written proof satisfactory to the organization will be required.