Assistant to the Excutive Director
Assistant to the Executive Director
Full-time
Sigma Health Care is seeking an Assistant to the Executive Director who will be responsible for providing support to the Executive Director. On behalf of the Executive Director, the Personal Assistant will communicate with others outside and inside the organization, will manage busy schedules, and will complete complex administrative tasks. An ideal candidate will be experienced in handling a wide range of administrative and executive support related tasks. This person must be exceedingly well organized, highly flexible and enjoy challenges. This role is challenging but will provide a wide variety of experiences. This particular Executive Director highly values pro activeness and is looking for someone eager to learn and take on ever increasing responsibility. It's an exciting role, no day is the same. The successful candidate will enjoy both engaging high-level relationships one minute and getting the details right the next. Diligence, optimism, and a sense of humour towards life and work are essential.
Job Description
1 - GENERAL
Assist primarily the Executive Director with organizational, financial and personal administration on a daily basis
Be friendly and personable while managing heavy communications and calendar scheduling (requiring interaction with both internal and external entities and assistants, as well as consultants, clients, co-workers and the general public) to coordinate various complex meetings
Priorities and manage multiple projects simultaneously and follow through on issues in a timely manner
Lead short-term projects and initiatives as requested by the Executive Director
Respect the need for confidentiality and sensitivity of information
Have a proven ability to exercise good judgment in recognizing the scope of authority
Assist the Executive Director with all other related assigned tasks
Assist others as delegated by the Executive Director
2 - COMMUNICATIONS
Communicate and handle incoming and outgoing electronic and phone communications on behalf of the Executive Director
Chase responses to requests and emails to/from the Executive Director
Greet visitors graciously and in a professional manner, create a good personal image through a neat, clean, business like professional appearance and a positive, cheerful attitude
Answer phones in a pleasant, helpful and professional manner, direct all incoming calls to appropriate party promptly and efficiently, accurately recording messages and reliably passing messages to recipient in a timely manner
Maintain and present the Executive Director with reports on a timely manner
communicate with government organizations as needed
3 - SCHEDULING
Work with the Executive Director to manage his calendar and schedule including coordinating Executive Director's
Organize all other meetings to be attended by the Executive Director, including staff lunches, interview coffees, and Skype calls
Ensures that key dates and events are highlighted to the Executive Director ahead of time
Ensures that external appointments and meetings are taking place
4 - MEETINGS
Prepare materials, packets and presentations for Executive Director's meetings, off-sites, and all-staff meetings
Organize the logistics of board meetings and other key internal meetings
Coordinate and distribute notes at meetings as requested
Type up notes of the Executive Director as requested
Organize and arrange venues for all other meetings requested by the Executive Director
Research resources as needed
5 - RECORDS AND DOCUMENTATION
Maintain records of decisions and ensure action items are clearly recorded for the Executive Director
Organize and prepare documents, renew of applications and compliance documents for signatures of Executive Director and relevant projects
Keep accurate records and files at all times and as appropriate
Update and maintain database of employees and key contacts
Ensure all staff records are accurate and up to to date
Ensure insurance and health plan records are maintained appropriately
6 - Media
maintain press release and social media
ensure mass email and newsletters ate distributed in a timely manner
Provides research to ensure accurate information and material
communicate and be able to manage company websites information
7- Financial:
Coordinate travel arrangements including scheduling and purchasing tickets
Manage payroll and account payable records
Assist in delivering the monthly financial report and expenses
Communicate with creditors and vendors
Assist with special projects and reports as required as the Executive Director
8- Others
Assist the Executive Direct on maintaining up to date information and material within the orgenization
Ensure Brochures and printed material published by the agency is accurate and with sufficient amounts
Ensure timely printing of forms and materials as needed
Ensure office operation is running smoothly and effectual
Qualifications
ESSENTIAL REQUIREMENTS
Bachelors degree required
Excellent attention to detail, accuracy and quality
Excellent written and verbal English communication skills
Ability to maintain calendars and schedule appointments
Ability to compose and edit written materials.
Ability to work easily and effectively with a wide range of people
Able to manage multiple projects and responsibilities at once; ability to meet deadlines
Ability to be flexible and exercise sound judgment
Possesses time/organization/stress management skills
Strong commitment to goals and missions
A responsible attitude to all aspects of the work
Possesses cultural awareness and sensitivity
Demonstrates solid work ethics
Proficiency with MS Office Suite especially Word, Excel and PowerPoint
DESIRABLE QUALITIES
Proficiency with computer, social media and marketing skills
Proven appreciation for good design
Passion and personal interest in people and providing assistance
Holds a positive and outgoing perspective on life
Experience or interest in working with different type of peopleEstimated Salary: $20 to $28 per hour based on qualifications.
Full-time
Sigma Health Care is seeking an Assistant to the Executive Director who will be responsible for providing support to the Executive Director. On behalf of the Executive Director, the Personal Assistant will communicate with others outside and inside the organization, will manage busy schedules, and will complete complex administrative tasks. An ideal candidate will be experienced in handling a wide range of administrative and executive support related tasks. This person must be exceedingly well organized, highly flexible and enjoy challenges. This role is challenging but will provide a wide variety of experiences. This particular Executive Director highly values pro activeness and is looking for someone eager to learn and take on ever increasing responsibility. It's an exciting role, no day is the same. The successful candidate will enjoy both engaging high-level relationships one minute and getting the details right the next. Diligence, optimism, and a sense of humour towards life and work are essential.
Job Description
1 - GENERAL
Assist primarily the Executive Director with organizational, financial and personal administration on a daily basis
Be friendly and personable while managing heavy communications and calendar scheduling (requiring interaction with both internal and external entities and assistants, as well as consultants, clients, co-workers and the general public) to coordinate various complex meetings
Priorities and manage multiple projects simultaneously and follow through on issues in a timely manner
Lead short-term projects and initiatives as requested by the Executive Director
Respect the need for confidentiality and sensitivity of information
Have a proven ability to exercise good judgment in recognizing the scope of authority
Assist the Executive Director with all other related assigned tasks
Assist others as delegated by the Executive Director
2 - COMMUNICATIONS
Communicate and handle incoming and outgoing electronic and phone communications on behalf of the Executive Director
Chase responses to requests and emails to/from the Executive Director
Greet visitors graciously and in a professional manner, create a good personal image through a neat, clean, business like professional appearance and a positive, cheerful attitude
Answer phones in a pleasant, helpful and professional manner, direct all incoming calls to appropriate party promptly and efficiently, accurately recording messages and reliably passing messages to recipient in a timely manner
Maintain and present the Executive Director with reports on a timely manner
communicate with government organizations as needed
3 - SCHEDULING
Work with the Executive Director to manage his calendar and schedule including coordinating Executive Director's
Organize all other meetings to be attended by the Executive Director, including staff lunches, interview coffees, and Skype calls
Ensures that key dates and events are highlighted to the Executive Director ahead of time
Ensures that external appointments and meetings are taking place
4 - MEETINGS
Prepare materials, packets and presentations for Executive Director's meetings, off-sites, and all-staff meetings
Organize the logistics of board meetings and other key internal meetings
Coordinate and distribute notes at meetings as requested
Type up notes of the Executive Director as requested
Organize and arrange venues for all other meetings requested by the Executive Director
Research resources as needed
5 - RECORDS AND DOCUMENTATION
Maintain records of decisions and ensure action items are clearly recorded for the Executive Director
Organize and prepare documents, renew of applications and compliance documents for signatures of Executive Director and relevant projects
Keep accurate records and files at all times and as appropriate
Update and maintain database of employees and key contacts
Ensure all staff records are accurate and up to to date
Ensure insurance and health plan records are maintained appropriately
6 - Media
maintain press release and social media
ensure mass email and newsletters ate distributed in a timely manner
Provides research to ensure accurate information and material
communicate and be able to manage company websites information
7- Financial:
Coordinate travel arrangements including scheduling and purchasing tickets
Manage payroll and account payable records
Assist in delivering the monthly financial report and expenses
Communicate with creditors and vendors
Assist with special projects and reports as required as the Executive Director
8- Others
Assist the Executive Direct on maintaining up to date information and material within the orgenization
Ensure Brochures and printed material published by the agency is accurate and with sufficient amounts
Ensure timely printing of forms and materials as needed
Ensure office operation is running smoothly and effectual
Qualifications
ESSENTIAL REQUIREMENTS
Bachelors degree required
Excellent attention to detail, accuracy and quality
Excellent written and verbal English communication skills
Ability to maintain calendars and schedule appointments
Ability to compose and edit written materials.
Ability to work easily and effectively with a wide range of people
Able to manage multiple projects and responsibilities at once; ability to meet deadlines
Ability to be flexible and exercise sound judgment
Possesses time/organization/stress management skills
Strong commitment to goals and missions
A responsible attitude to all aspects of the work
Possesses cultural awareness and sensitivity
Demonstrates solid work ethics
Proficiency with MS Office Suite especially Word, Excel and PowerPoint
DESIRABLE QUALITIES
Proficiency with computer, social media and marketing skills
Proven appreciation for good design
Passion and personal interest in people and providing assistance
Holds a positive and outgoing perspective on life
Experience or interest in working with different type of peopleEstimated Salary: $20 to $28 per hour based on qualifications.
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