Job Description

EXECUTIVE ASSISTANT



Societe Alzheimer Society of Sudbury-Manitoulin North Bay & Districts

Full Time (37.5 hrs./week) Permanent

Location: Sudbury O?ce (Frequent travel across entire chapter)

JOB SUMMARY



The Executive Assistant is responsible for providing comprehensive support to the Executive Director and Board of Directors, along with the management team from time to time. The Executive Assistant manages the organization's o?ce operations, including special projects. This position requires the ability to anticipate needs, think critically and o?er solutions to problems with a high level of professionalism and con?dentiality.

ESSENTIEL DUTIES RESPONSIBILITIES



Executive Support



Provide calendar management for the ED. Prioritize inquiries and requests while troubleshooting con?icts; make judgements and recommendations to ensure smooth day-to-day engagements. Complete a broad variety of administrative tasks that facilitate the ED's ability to e?ectively lead the organization, including: Assisting with special projects, Designing and producing complex documents, reports and presentations Collecting and preparing information for meetings with sta? and outside parties Composing and preparing correspondence Maintaining contact lists Making travel arrangements Completing expense and mileage reports Communicate directly and on behalf of the ED, with Board members, donors and others on matters related to program and project initiatives. Research, prioritize and follow up on incoming issues and concerns addressed to the ED, including those of a sensitive or con?dential nature. Determine appropriate course of action, referral and response. Work closely with the ED to keep them well informed of upcoming commitments and responsibilities. Maintain an organized ?lling system of paper and electronic documents.

Board Support:



Act as a liaison to the Board of Directors. Arrange and handle all logistics for Board meetings and events by: Scheduling meetings Drafting agendas Develop, compile and distribute presentation materials Record minutes on behalf of board secretary

Administrative Support:



Support the organization's leadership to schedule, organize and execute team and committee meetings, taking minutes as required. Provide event management support as requested. Coordination of all policies and procedures, including archiving.

JOB QUALIFICATIONS



Community college Diploma in O?ce Administration

Experience



Experience supporting C-Level Executives preferably in a non-pro?t organization Strong organizational skills that re?ect ability to perform and prioritize multiple tasks seamlessly and with excellent attention to detail. Excellent written and verbal communication and interpersonal skills Experience utilizing technology and Microsoft O?ce applications. French or other second language ?uency, an asset

Skills, Abilities & Knowledge



Bilingual communication skills (English/French) encompassing both verbal and written pro?ciency. Demonstrated ability to work and communicate collaboratively and e?ectively in a complex environment, with both internal and external stakeholders and partners. Highly resourceful with the ability to work independently or as part of a team. Proven ability to handle con?dential information with discretion. Ability to adapt to various competing demands and demonstrate the highest level of customer/client service and response Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment. Demonstrated satisfactory work performance and attendance history. Knowledge of community health care agencies.

PHYSCIAL DEMANDS



No special physical demands are required beyond the performance of general o?ce duties Signi?cant periods sitting at the computer, but with the opportunity to move away from the work station Sensory attention is required for the majority of the workday (looking at computer screen, reading documents, etc.)

TRAVEL REQUIREMENTS



Travel across chapter district as required. Must have a valid Ontario's Drivers License and access to a reliable vehicle with valid insurance for work purposes.

APPLICATION DETAILS



Deadline to Apply:

September 19th, 2025

How to Apply:

Please submit your cover letter and resume, quoting Job ID: EA-SUD-2025, to hr@alzheimersudbury.ca, attention: Shannon Ketchabaw, Executive Director

The above statements are intended to describe the general nature and level of work being performed by most people assigned in this position. They are not intended to be an exhaustive list of all duties, responsibilities, and requirements.

Commitment to Equitable Recruitment

The Alzheimer Society recognizes the value and dignity of each individual and ensures everyone has genuine, open, and unhindered access to employment opportunities, free from any barriers, systemic or otherwise. We are dedicated to building a diverse and inclusive work environment, where the rights of all individuals and groups are protected and all members feel safe, respected, empowered, and valued for their contributions. We are committed to inclusive, barrier-free recruitment and selection processes in accordance with the Human

Rights Code and AODA.

ADJOINTE OU ADJOINT DE DIRECTION, ADMINISTRATION

.

.

Societe Alzheimer Society of Sudbury-Manitoulin North Bay & Districts Temps plein (37,5 heures par semaine), permanent



Lieu : Bureau de Sudbury (deplacements frequents dans l'ensemble de la region servie)



RESUME DE L'EMPLOI



L'adjointe ou l'adjoint de direction est responsable de fournir un soutien exhaustif a la directrice generale (DG) et au conseil d'administration (CA), ainsi que, de temps a autre, a l'equipe de direction. La ou le titulaire du poste gere les operations administratives, y compris les projets speciaux. Ce poste requiert la capacite d'anticiper les besoins, de faire preuve d'un jugement critique et de proposer des solutions aux problemes d'une facon professionnelle tout en respectant la confidentialite.

PRINCIPALES TACHES ET RESPONSABILITES

Soutien a la DG



Gerer le calendrier du DG. Classer par ordre de priorite les demandes tout en reglant les conflits. Exercer son jugement et formuler des recommandations pour faciliter les interactions au quotidien. Realiser une variete de taches administratives qui aident la DG a diriger efficacement l'organisme, dont les suivantes :
- collaborer a la realisation de projets speciaux;

- concevoir et produire des documents, des rapports et des presentations complexes;

- recueillir et organiser des renseignements en vue de reunions avec des membres du personnel et des parties externes;

- rediger et preparer de la correspondance;

- tenir a jour des listes de personnes-ressources;

- faire des preparatifs pour des deplacements;

- remplir des rapports de depenses et de kilometrage.

Communiquer directement et au nom de la DG avec des membres du CA, des donateurs et d'autres personnes au sujet de questions liees a des initiatives de programmes et de projets. Faire des recherches sur des questions et des preoccupations adressees a la DG, y compris celles de nature delicate ou confidentielle, les classer par priorite et en assurer le suivi. Determiner les plans d'action, les consultations et les reponses qui s'imposent dans chaque situation. Travailler etroitement avec la DG pour la tenir a jour au sujet des activites et des responsabilites a venir. Tenir a jour un systeme de classement de documents imprimes et electroniques.

Soutien au CA



Agir a titre d'agent de liaison avec le CA. Organiser et prendre en charge toute la logistique des reunions et des activites du CA, notamment :
- prevoir a l'horaire des reunions;

- rediger des ordres du jour;

- elaborer, reunir et distribuer du materiel de presentation;

- rediger des proces-verbaux au nom du secretaire du CA.

Soutien administratif



Aider la direction de l'organisme a planifier, a organiser et a realiser des reunions d'equipes et de comites, notamment rediger des proces-verbaux au besoin. Aider a gerer des evenements, au besoin. Coordonner toutes les politiques et les procedures, y compris en matiere d'archivage.

EXIGENCES PROFESSIONNELLES



Education



Diplome collegial en administration de bureau.

Experience



Experience du soutien de dirigeants de niveau C de preference dans un organisme sans but lucratif. Solides aptitudes pour l'organisation, capacite de realiser et de prioriser de multiples taches sans interruption et excellente minutie. Excellentes aptitudes pour la communication ecrite et verbale et les relations interpersonnelles. Experience de l'utilisation d'outils technologiques et des logiciels de Microsoft O?ce. Maitrise du francais ou d'une autre langue seconde (atout).

Competences, aptitudes et connaissances



Bilinguisme (anglais/francais) et solides competences orales et ecrites. Capacite manifeste de travailler et de communiquer de maniere collaborative et efficace dans un environnement complexe avec des intervenants et des partenaires internes et externes. Grande ingeniosite et capacite de travailler de facon independante ou en equipe. Capacite manifeste de traiter des renseignements confidentiels de facon discrete. Capacite de s'adapter a diverses demandes concurrentes et d'offrir un excellent service a la clientele. Capacite d'atteindre des objectifs eleves en matiere de rendement et de respecter des delais dans un environnement ou les activites se deroulent a un rythme rapide. Antecedents satisfaisants de rendement et d'assiduite au travail. Connaissance des organismes de sante communautaires.

EXIGENCES PHYSIQUES



Limitees a celles associees aux taches administratives generales. De longues periodes en position assise a l'ordinateur, mais avec des occasions de s'eloigner du poste de travail. Attention sensorielle soutenue pendant la majeure partie de la journee de travail (regarder l'ecran d'ordinateur, lire des documents, etc.)

EXIGENCES EN MATIERE DE DEPLACEMENT



Deplacement dans les regions couvertes par la Societe. Permis de conduire valide de l'Ontario, acces a un vehicule fiable et assurance automobile a des fins de travail.

COMMENT FAIRE DEMANDE



Duree du concours : 19 septembre 2025



Marche a suivre :

Veuillez envoyer une lettre de presentation et un curriculum vitae, en indiquant le numero d'identification du poste EA-SUD-2025 a hr@alzheimersudbury.ca l'attention de Shannon Ketchabaw, directrice generale

Les enonces ci-dessus servent a decrire la nature generale et le niveau de travail de la plupart des gens affectes a cet emploi. Il ne s'agit pas d'une liste exhaustive des fonctions, responsabilites et exigences.

Engagement envers un recrutement equitable

La Societe Alzheimer de l'Ontario reconnait la valeur et la dignite de chaque personne et s'assure que tous les candidats jouissent d'un acces veritable et ouvert aux perspectives d'emploi, sans obstacle systemique ou quelconque. Nous tenons a creer un milieu de travail diversifie et inclusif ou les droits des particuliers et des groupes sont proteges et ou tous se sentent en securite, respectes, habilites et valorises pour leurs contributions. Nous tenons a appliquer des processus de recrutement et de selection qui sont inclusifs et libres d'obstacles selon le Code des droits de la personne et la Loi sur l'accessibilite pour les personnes handicapees de l'Ontario.

Job Types: Full-time, Permanent

Pay: $21.00-$27.00 per hour

Benefits:

Casual dress Dental care Employee assistance program Extended health care Life insurance Paid time off RRSP match Vision care
Ability to commute/relocate:

Greater Sudbury, ON P3A 2T4: reliably commute or plan to relocate before starting work (required)
Language:

French (preferred)
Work Location: In person

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Job Detail

  • Job Id
    JD2667947
  • Industry
    Not mentioned
  • Total Positions
    1
  • Job Type:
    Full Time
  • Salary:
    Not mentioned
  • Employment Status
    Permanent
  • Job Location
    Greater Sudbury, ON, CA, Canada
  • Education
    Not mentioned