Job Description

Who we areAt 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 xe2x80x95 its 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 with 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 .The opportunity(Please note to be eligible for the role candidates must reside in one of the following provinces: Quebec, Nova Scotia, PEI, New Brunswick or Newfoundland. This role will be working primarily from a home office.)This role provides senior-level administrative support and coordinates communication and information requests for two Senior Vice Presidents.This role also provides administrative support and coordinates activities related to four Provincial Advisory Boards (PAB) and works with the SVPs to ensure timely and appropriate response/delivery. Working with the SVPs, the individual will establish administrative systems and processes, support their uptake and utilization across the provinces, coordinate with respective leads and help ensure the regional teams meet their objectives and deliver on their mandate.The role is expected to exercise initiative, independent judgment and discretion in managing the SVPs schedule and daily activities and therefore must be highly organized. When supporting the PAB, discretion should be used in the dissemination of information to Board Members, Committee Members, staff and the various stakeholders in the region. Flexibility, tact and diplomacy are essential, as well as an unflinching commitment to confidentiality.How you will make an impact every dayAdministrative SupportProvide administrative support to the SVPs and the regional SLT, including scheduling and coordination of meetings, meeting materials, travel arrangements and other administrative tasks.Provide occasional administrative support to department senior leadership teamSupport the SVP to navigate, facilitate and coordinate the development of key deliverables and review of materials for their full portfolio (e.g., committees, planning, etc.)Support the planning and coordinating of administrative procedures and systems and devise ways to streamline processesManage 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 SVP approval or for which the SVP is accountable.Coordinate, manage and arrange travel arrangements.Reconcile expenses and Visa statements in a timely manner.Act as point person for reconciliation of the corporate credit card for the SLT.Process purchase orders, supply orders, administrative claims and invoices.Monitor and track revenue and expense budgets; produces reports as required.Provide in-person or virtual meeting, videoconference, and event support.Coordinate with other staff to plan, organize and co-ordinate regional related functions, special events and interdepartmental projects as requiredProvide vacation coverage for other Executive Assistants as neededHandle designated projects and provide regular updates of the progress and outcomes.Internal and External Relationship ManagementAct as first contact for SVP by providing appropriate direction to requests while ensuring efficiencies in scheduling, and by responding with judgement, discretion and diplomacyOrganize leadership meetings, coordinate 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 SVPWith direction from the SVP, schedule meetings with donors and prospects and ensure materials are prepared for these meetingsDetermine appropriate course of action, referral and or/ respond to inquiry calls or queries from internal and external stakeholders (e.g., employees, donors, provincial board members, organizations, etc.) ensuring that all such correspondence is handled professionally and in a timely mannerAnticipate and support internal meetings, external meetings, including timely scheduling, pre- and post-documentation.In collaboration with Internal Communications, coordinates communication from the office of the SVP and translation of documents as requiredCollaboratively help other departments as appointed on a project basisBoard Coordination and SupportCoordinate logistics and support for all PAB and Committee meetingsPrepare Board and Committee materials for distribution and coordinate meeting minutesAct as the key point person for scheduling meetings and coordinating requests to Board meetingsDevelopment Administrative supportIssue receipts and thank you letters to donors in accordance with approved policies, procedures and CRA regulationsSupport the development of contracts, approvals and invoicing of corporate sponsorshipsKeep the CRM system up to date with pledge payment, billing and invoice datesMonitor and track the revenue and expense budgets for the Development team. Process purchase orders and invoices for the team.Generate reports from CRM that support the business of the Development teamProvide administrative support to donor events including sending invitations, managing lists and ordering materialsWho we needEducationPost-Secondary education with a focus on business administrationExperience3-5 years relevant administration experience and coordination of similar activities for an executive officeProven project coordination and/or management experience across a whole department/functionExperience supporting confidential and senior-level decision-making, demonstrating discretionSkillsBilingual - able to perform all tasks in English and FrenchPossesses a pleasant and professional telephone and email correspondence manner.Superb interpersonal skills along with outstanding verbal and written communication skillsKnowledge of administrative processes, practices, and procedures and able to support adherence/compliance to corporate requirements, templates and policiesSuperior 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 prioritiesKnowledge or experience working in multi-level/matrix reporting organizationHighly organized and able to multitaskHigh attention to accuracy, detail and quality, with an analytic and problem-solving mindsetExcellent organizational, interpersonal and relationship-building skillsAbility to grasp new concepts quickly and respond in a fast-paced department is an assetProficient 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)Knowledge of Raisers Edge, Blackbaud or other CRM databases is an assetDigital fluency including demonstrated proficiency with web conferencing programs like Zoom, MS Teams, and the MS suite of programs.What we offerAt 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 nowIf you want to join the fight to beat heart disease and stroke, please apply by sending your resume by February 23, 2025. Applicants must be currently residing in Canada and legally entitled to work in Canada.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 xe2x80x95 we look forward to virtually meeting you!AccommodationWe 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.Powered by JazzHR

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