Executive Assistant

Bayshore•Mississauga, ON

3h•Onsite

About The Position

Bayshore HealthCare is a leading provider of home and community health care services in Canada, recognized for its consistent achievement as a Platinum member of Canada’s Best Managed Companies Program and its inclusion in Forbes' Canada’s Best Employers 2023 list. This role reports directly to the Executive Managing Director and has a dotted line reporting to two Managing Directors. The ideal candidate will be enthusiastic about supporting senior leaders, possess strong attention to detail, and excel at maintaining a smooth and efficient office environment for a multi-team operation. The position offers a wide range of senior-level administrative support, including scheduling, travel arrangements, event planning, minute preparation, report and presentation creation, and document management. A keen sense of tact, diplomacy, and customer service is essential, as is the ability to anticipate needs and ensure meeting deliverables are met. The role requires collaboration with internal and external stakeholders, including government officials, management, and branch staff, and the ability to build and maintain strong working relationships.

Requirements

Post-secondary education in business administration, office management or commensurate experience
3-5 years related experience and/or any combination of equivalent education and experience
Experience as an Executive Assistant or Administrative Assistant to a senior level director/Executive is required or experience in a busy, multi-person office environment.
Proficiency in Microsoft office applications (Word, Excel, PowerPoint)
Excellent interpersonal skills, including discretion in handling matters of a sensitive and confidential nature.
Superior organizational and time management skills with the ability to prioritize and follow up on responsibilities with minimal supervision.
High level of sound and independent judgement with ability to make informed decisions.
Attention to detail
Strong work ethic with the ability to handle pressure in a fast-paced environment.
Strong commitment to continual learning.
Excellent written and spoken English language skills

Nice To Haves

Experience working in Home Care, health care or senior services would be an asset.

Responsibilities

Manage the calendar of the 1 Executive Managing Directors & 2 Managing Directors, coordinating meetings, appointments and events and follow-up on availability. It will require ongoing review, planning and critical thinking to ensure both short-term and long-term meetings are scheduled.
Ensure that the Managing Directors are always prepared for meetings, organized and aware of commitments, timelines, and deliverables.
Handle travel arrangements including booking flights, hotels, transportation, and managing travel itineraries, and submit expenses in a timely manner.
Organize the email correspondence of the Managing Directors, ensuring all priority items are brought forward and addressed and timelines for responses are met.
Manage confidential communication and information professionally; respond to sensitive internal and external inquiries; including drafting routine and non-routine correspondence.
Coordinates meeting agendas and follow-up on action items arising from team & divisional meetings.
Ensure high functioning administrative system for correspondence, document storage.
As one of the first points of contact for the division, communicate professionally with individuals inside and outside of the organization at a variety of levels; liaison with other members of the Senior Leadership Team, Government representatives and is a professional ambassador for the divisions and Bayshore.
Ensures positive customer service experience for internal and external stakeholders.
Generate complex and detailed presentations and other communication materials.
Plan & organize events on behalf of the division, such annual on-site & offsite meetings.
Provide support to operational initiatives such as assist with scheduling, documenting and tracking of deliverables and action items.
Conducts internal research to support projects and the needs of the Managing Directors.
Adhere to Bayshore Policies and Procedures.
Participate in quality activities and continuous improvement initiatives in keeping with the company's Quality Management System.
Participate in proactive Health & Safety activities while performing all duties. Is responsible to notify immediate Supervisor of any Health & Safety risks or concern.
Maintains confidentiality of client and corporate information in accordance with Bayshore policies.
Complete other tasks as requested.