Executive Assistant, VP

This is a fully remote position, open to applicants in Canada.

📋 Description

• Assist the Vice President and the team in promoting VON’s mission and objectives.

• Provide high-level administrative support across a national executive portfolio.

• Conduct research, prioritize, and follow up on sensitive or confidential business issues.

• Facilitate the flow of information between the VP’s office, Board of Directors, committees, and stakeholders.

• Develop and document processes for the team and its functions.

• Compose formal communications for the VP and Senior Directors.

• Prepare and present monthly KPIs.

• Supply data and information to external stakeholders under tight deadlines.

• Assist with departmental budgets and monitor budgetary activities.

• Collect, review, and analyze departmental data.

• Organize and prioritize the VP’s calendar.

• Prepare briefing notes, reports, agendas, meeting packages, and correspondence.

• Support project plans and timelines.

• Oversee procurement, comparative examinations, and contract development.

• Highlight VON lease-renewal commitments.

• Manage government reporting, annual filings, and accreditation submissions.

• Update the departmental intranet content and organizational charts.

• Maintain corporate mailboxes and escalate any reputational risks.

• Assist in confidential team performance monitoring, including the 360 process.

• Enhance departmental administrative processes and mentor administrative staff.

• Schedule and facilitate Board Committee meetings, document proceedings, distribute minutes, and follow up on decisions.

• Assist internal and external stakeholder committees and meetings.

• Collaborate with Corporate Affairs on Board meeting materials.

• Communicate priorities to directors and management team members.

• Coordinate VP travel arrangements and meeting documentation.

• Maintain both digital and paper records.

• Prepare and review expense reports and reconciliations.

• Provide administrative support for events, educational sessions, and special projects.

• Advocate for VON’s goals, safety practices, confidentiality, and collaborative service delivery.

⛳️ Requirements

• Post-secondary education in a relevant field or equivalent education and experience.

• At least 5 years of relevant experience in an executive assistant role within a fast-paced office environment.

• Previous experience in an administrative support position.

• Proven ability to write reports, correspondence, and other communication materials.

• Demonstrated experience in taking minutes, preferably at a Board or Committee level.

• Experience in a healthcare setting is preferred.

• Proficient in Windows OS, MS Office Suite, Adobe Acrobat, and other related technologies.

• Ability to take initiative in problem-solving and identifying innovative opportunities, including LEAN principles and methodologies.

• Capability to utilize evidence-based and data-driven decision-making skills.

• Strong aptitude for learning and using computer applications and software.

• Excellent oral and written communication capabilities.

• Strong interpersonal skills.

• Ability to uphold professionalism and confidentiality.

• High level of accuracy and attention to detail.

• Strong problem-solving, project management, organizational, and prioritization skills.

• Ability to work independently as well as collaboratively within a team.

• Strong work ethic, reliability, self-direction, and principled judgment.

• Ability to adapt to change and manage a busy office environment.

• Willingness to attend off-site meetings as necessary.

• Current and original satisfactory Criminal Records Check required.

• Vulnerable Sector Search and/or Child Abuse Registry Check may be necessary.

• Ability to communicate in French is an asset in French Designated areas.

• Capability to perform necessary physical activities, including lifting, carrying, bending, reaching, kneeling, walking, sitting, standing, climbing stairs, and fine hand movements.

🏝️ Benefits

• Permanent, part-time position (0.5 FTE).

• Work schedule: Days.

• Possibility to attend off-site meetings as needed.

• Accessibility accommodations available for candidates with disabilities.

• Commitment to equity, diversity, and inclusion.