Job Description

The Opportunity:
The Administrative Assistant – HR (AA) provides executive administrative support for the Senior Vice President of Human Resources. The AA performs, coordinates, and oversees office administrative duties while providing an extensive level of support to the Vice Presidents. The incumbent possesses the following core competencies; adaptability, organization, proactive anticipation of needs, effective communication skills both orally and written, client service, broad understanding of business concepts, team player, excellent computer/technical skills, attention to detail and exhibits sound judgement. The AA fulfills these key competencies with accuracy, efficiency, and positive attitude. The AA possesses a high degree of initiative and able to work well independently and collaboratively.
Within the scope of this position, the AA takes on a key role to continually provide an environment promoting AgeCare’s Mission, Vision and Guiding Principles.
Key Responsibilities:

• provides support through organizing, responding, and monitoring
• Manages schedules and calendars, including arranging meetings, conference calls and booking appointments (e.g. Labour Relations and other confidential matters)
• Monitors and appropriately responds to emails, voicemails, and other correspondence in a timely manner.
• Organizes incoming information and tracks and monitors emerging priorities and events.
• Monitors and schedules approvals and project deadlines.
• Creates and maintains filing systems.
• Reconciles and submits monthly expenses.
• Schedules and coordinates meetings, both internally and externally, including the meeting logistics, hotel requirements, preparation of meeting materials, minutes, and relevant notes.
• Organizes all details for executive travel and client visits, including flights and accommodations.
• Ensures effective communication within team and throughout organization

• Ensures effective communication within the Executive team as well as to the organization.
• Develops and/or prepares correspondence, reports, charts, graphs and power point presentations
• Types, formats and creates documents including minutes, meeting notes and follow up proposals.
• Communication with key stakeholders including follow up before and after meetings with agendas or follow up actions.

Qualifications:
Education and Experience

• Post-Secondary education in Business Administration, or relevant discipline.
• Experience supporting Executive Level or VP level Management
• Experience working within an HR Portfolio (preferred)
• Must be fluent in English, both orally and in writing.
• Minimum 3 years experience as an Administrative Assistant working in a fast paced and high energy environment.
• Demonstrated proficiency in MS Word, Excel, and PowerPoint as well as Internet Explorer; Mac proficiency is an asset.

Skills, Knowledge and Abilities

• Must posses an attitude of professionalism, maturity, and sound judgment to successfully manage the challenges of this position.
• Demonstrated ability to maintain confidentiality and handle issues of a sensitive nature with tact and discretion.
• Strong record of achievement; an entrepreneurial, hands-on approach.
• High level of organizational skills; excellent attention to detail.
• Ability to support the Executive team and balance multiple projects.
• Ability to prioritize conflicting needs, handle matters expeditiously.
• Ability to follow through on projects to successful completion, often with deadline pressures and conflicting priorities.
• Ability to handle confidential information with discretion and work with minimal supervision.
• Excellent communication skills, both oral and written, creativity, resourcefulness and an internal / external customer service orientation are essential to communicate effectively with all levels of the organization, as well as with outside clients.

If you’re motivated by the privilege of serving our seniors with dignity, respect and compassion, come join us!