Senior Administrative Assistant for long term care client, Markham.
Marberg Job Number: 2374
Job Type: Temporary.
Initial Term: ASAP for approximately 3 months, with possible extension or conversion to direct-hire.
Compensation: $25 per hour.
Recommended Application Date: Immediately - please note that we are screening and shortlisting Candidates immediately and qualified applications may be contacted same day as date of application.
Regular Work Hours: From 8:30 am to 4:30 am not including 1 hour unpaid lunch break, Monday to Friday (35.0 work hours per week). Will also need to support Board of Directors' meeting 1 workday evening per month, 5 pm to 6 pm.
Work Location: 100% onsite at client's Markham office, with free parking provided.
Position Reports To: President & CEO.
Responsibilities Summary: To provide senior administrative support to President and CEO, including administrative support to the Board of Directors, while championing and communicating organization's vision and values, and facilitating professional relationships between individuals, staff, teams, stakeholders, and partners.
- Manage daily functions of the office including oversight of the office budget. Prepare expense reports for review and authorization and monitor expenditures.
- Manage coordination of information/documents flow between CEO’s office and offices of external and internal stakeholders.
- Manage CEO's schedule, appointments and meetings, effectively prioritizing daily, weekly and monthly tasks and action items, and ensuring briefing materials are prepared and distributed as needed.
- Prepare for remote and in person meetings using smart board technology, and videoconferencing, including trouble shooting with IT support as required.
- Prepare and distribute meeting agendas, minutes and action items; track and follow up on action items with relevant staff and stakeholders to ensure status of action items.
- Provide administrative support to Board Chair, Board of Directors, and Executive, Finance and other Board Committees. Update work plans, and establish and maintain filing systems, presentations and spreadsheets.
- Coordinate travel and additional logistics for CEO and Board members as required.
- Manage or coordinate designated special projects and initiatives as required.
- Additional administrative and business operations support functions as required.
Qualifications: Education: Post Secondary Degree or Diploma in Business Administration, or equivalent combination of education and work experience.
Preferred Work Experience: At least 2+ years of progressive administrative experience supporting senior management.
Preferred Sector Experience: Long Term Care experience or health care related experience an asset.
Technical and Language Skills Requirements:
- Proficiency in MSOffice applications including Word, Excel, PowerPoint, Outlook and Teams (will be tested).
- Strong typing skills (will be tested).
- Advanced English communication skills, both written and verbal, including advanced level business writing skills, excellent spelling, grammar, proofreading and syntax, and polished, professional telephone manners.
Task -Based Qualifications and Additional Attributes:
- Empathetic attitude and desire to contribute towards the well-being of seniors.
- Superior organizational skills to manage timetables and responsibilities. Focused and able to work effectively with minimal direction and supervision.
- Ability to exercise good judgment, tact and diplomacy. Proficient de-escalation skills. Excellent listening skills, and the ability to provide and receive effective feedback.
- Punctual, responsible, and reliable. Demonstrated record of professional conduct and character.
- Proven ability to professionally handle confidential information and exercise good judgement in the interpretation and application of instructions and organization policy.
- Superior attention to detail, and organized, methodical approach to completion of tasks.
- Demonstrated ability to work well both independently and collaboratively, and in an advisory capacity, and liaise effectively with a wide and diverse range of internal and external stakeholders.
- Demonstrated successful experience of prioritizing work, making decisions and communicating with others within a values framework of respect, equity, anti-racism, diversity and inclusivity.
Additional Requirements:
- Must provide a satisfactory Tuberculosis (TB) test prior to start date. Please note that Marberg will reimburse for the cost of the test upon confirmation of assignment start and submission of approved expense receipts.
- Must be legally entitled to work in Canada, providing satisfactory documentation upon request.
- Ability to work 100% onsite, abiding by organization health and safety policies.
- Ability to declare personal Non-Conflict of Interest in execution of assignment responsibilities.
- Ability to complete a satisfactory Vulnerable Sector, prior to assignment start. Please note that Marberg will reimburse for the cost of the security checks upon confirmation of assignment start and submission of approved expense receipts.
- Provision of certification of AODA and OHSA online training course completion prior to assignment start.
- Completion of full COVID-19 vaccination series prior to assignment start, with provision of certification upon request, subject to reasonable accommodation per the Ontario Human Rights Code.
- Additional satisfactory Background Checks, Technical Skills Evaluations, and Employment References as required.
We thank all applicants for their interest but wish to advise that only those selected for an interview will be contacted. Please note that Marberg Staffing updates job posts regularly, and external job boards may not reflect these changes in a timely fashion. Please refer to https://marberg.com/career-portalfor the most current information including salary range. Please note that for this position, Marberg Staffing only accepts applications through Indeed.ca, and marberg.com. Candidates are only contacted via official phone call, email, or LinkedIn message from Marberg Staffing. Please disregard any initial contact through other mediums such as text message. Marberg is committed to supporting workplace diversity and inclusivity, to reflect the demographic profile of all Ontarians. Applications are encouraged from equity seeking groups including people of colour, Indigenous people, individuals with disabilities, and people from the LGBTQ2S community.
