Executive Assistant

LOCH LOMOND VILLA, INC.JOB DESCRIPTION

DEPARTMENT: Administration
JOB TITLE: Executive Assistant
CLASSIFICATION: Non-Bargaining

NATURE OF POSITION:

This is a Senior Administrative position requiring considerable initiative and independent judgment in the performance of duties. This position is highly confidential in nature. Work includes a requirement to act independently.

The incumbent works directly with the Chief Executive Officer, and as required, provides administrative support to other managers within the organization. Organizes and co- ordinates office operations and procedures, to ensure organizational effectiveness, efficiency and safety. Strong coordinating ability, good computer skills and the ability to communicate effectively with people is essential to this role.

Conduct all actions according to the mission of Loch Lomond Villa, promote its organizational values, and be committed to the corporate team and the Planetree Philosophy of Resident Centered Care.

QUALIFICATIONS:

• Must have 3 – 5 years experience, coupled with graduation from a recognized high school, vocational school, or technical institute with a certificate of successful completion in an approved business-related program.
• Self-starter with the ability to handle multiple tasks simultaneously.
• Experienced in a wide range of administrative and executive support related tasks and able to work independently with little or no supervision. Well organized, flexible and enjoy the administrative challenges of supporting an office of diverse people.
• Must have the ability to establish and maintain effective working relationships with the public, employees, managers, Board members, union representatives and residents.
• Must be able to work under pressure and meet deadlines.
• Must be able to communicate effectively, both orally and in writing. Must be able to prepare reports and letters as required.
• Must have the ability to make decisions in re-directing questions and issues in the absence of the Chief Executive Officer.
• Must be able to promote and maintain good public relations.
• Must be flexible and able to adapt to changing routines and adjusting priorities. May be required to work outside of regular working hours.
• Ability to relate to the elderly, and clients with cognitive or physical disabilities.
• Ability to work well with others and function as a team member.
• Good previous work and attendance record.
• Neat and clean in appearance.
• Physically able to perform all assigned duties.
• Must provide a Criminal Record/Vulnerable person check and Social Development check.
• Must pass pre-employment medical.

REGULAR DUTIES and/or RESPONSIBILITIES:

ADMINISTRATION:

• Responsible for the operation and maintenance of all administrative records within the CEO’s office.
• Coordinates and attends meetings of the Boards of Directors of Loch Lomond Villa, Inc. and other organizational committees as required, taking minutes of the proceedings, preparing minutes and distributing same as necessary for committees of the Board and the organization.
• Working closely with the CEO, develop the Board of Directors meeting schedule, prepare Agenda for meetings, advise Board members prior to meetings, mail board correspondence prior to meetings. Ensure all meeting particulars such as venue bookings, catering and all other requests are completed in a timely manner.
• Coordination of the Annual General Meeting.
• Maintaining of the organizational Corporate documents.
• Work with the CEO, Leadership Team and the NHS Liaison Officer to gather information for Annual Inspections as required.
• Development of Administration procedures and implementation of same.
• Maintaining various corporate documents and information including, but not limited to Joint Health & Safety Master Binder and Board of Directors Manuals.
• Prepares reports, presentations, memorandums, proposals and correspondence for CEO and Leadership Team as required.
• Serves as the go-to for office inquiries and the set-up of multi-media presentation within the organization.
• Responsible for the Loch Lomond Villa documents archive rooms. Ensuring the documentation is secure and that destruction of documents takes place in a timely secure manner as required.
• Coordination of required meetings and events for the CEO and Director’s team when required.
• Maintain up to date evacuation lists for all five (5) buildings in the event of an emergency.
• Coordinate the on-call schedule for the Leadership Team.
• Maintain master keys for staff mailboxes and other pertinent keys.
• Ensure that supply of required forms is maintained.

MARKETING & COMMUNICATION

• Coordination of advertising/marketing for the organization and developing and producing all printed materials like brochures.
• Ensures that all printed materials i.e. Business printing, signage, banners etc include the appropriate Loch Lomond Villa logo and adhere to the Loch Lomond Villa brand guidelines.
• Maintains the Loch Lomond Villa Website.
• Design, production and distribution of the Annual Corporation Report in conjunction with the CEO.
• Design, production and distribution of the Community Newsletter and Staff Newsletter.
• Design and production of flyers/notices/posters as required for CEO and Managers.
• Co-ordination of any required advertising i.e. newspaper, radio.

FOUNDATION

• Assist Executive Director with fundraising efforts i.e, events, campaigns, activities.
• Foster donors and maintain relations independently to support Foundation.
• Maintain Foundation social media and website.
• Be efficient in Gift Works software, to track donors, donations, issue tax receipts, and execute mail outs.
• Attend Foundation Board meetings, taking notes of the proceedings, preparing minutes and distributing same as necessary.

OTHER:

• Proper regard for confidential information
• Completion of required Annual Education
• Attend Staff meetings and education sessions as required.
• Maintains good public relations with residents, families, co-workers, volunteers other departments, government contacts, external contractors and service providers.
• Participate in and promote the Attendance Support / Accident Injury Prevention / Quality of Services Programs.
• In case of fire, or other internal disaster or community disaster perform duties as assigned.

ASSIGNMENT OF RESPONSIBILITY AND ACCOUNTABILITY FOR HEALTH AND SAFETY:

Employee:

N.B. CLAUSE:

The above duties are only the basic and prime duties of the job. Related or allied duties will be assigned from time to time, as may become necessary to the operation of the Home.

Loch Lomond Villa