Executive Assistant

Exciting Opportunity to join the Schlegel Villages Inc. Support Office Team! 

At Schlegel Villages, we are looking for a highly organized and proactive Executive Assistant to support our Chief Operating Officer (COO) as well as the Leadership Team. This is a dynamic role that goes beyond traditional administrative support—acting as a central coordinator for communication, scheduling, meeting/event coordination and supporting a variety of special projects. The successful candidate will thrive in a fast-paced environment, manage sensitive information with discretion, and play a key role in ensuring the leadership team can focus on strategic priorities. If you are a detail-oriented professional who enjoys working collaboratively and making things happen behind the scenes, we’d love to meet you.

Key Responsibilities:

• Manages Daily Calendar as requested by COO & Core team, scheduling meetings, Tele-conference, maintain and booking other meetings as required, coordinate complex scheduling and calendar management as well, making adjustments as necessary based on changing needs and priorities.
• Administer and maintain confidential information for Support Office COO & VP’s, including highly sensitive files, and other legal documents.
• Manage and maintain MOHLTC Home Portal and Clinical Connect websites grant access & passwords only to authorized leaders and team members.
• Organize and plan internal and offsite meetings across Villages locations to include all materials and catering services as needed for daily/weekly & monthly meetings.
• Produces Organizational Chart, Presentations, Reports, invitations, and other documentation as required.
• Support in problem solving, by gathering background information to respond to enquiries from internal and external sources as needed.
• Establish and maintain appropriate filing system for special projects and prioritize as determined and assigned for action as appropriate, follow up on outstanding items (electronically for necessary record keeping).
• Monitor and support Accounts Payable in coding of all, legal, hotel and Support Office general Invoices received for approval and submitted for payment.
• Facilitates authorized payment of various expenditures using corporate credit card or cheque requisition as needed.
• Assist Payroll Dept. in maintaining and tracking leadership team biweekly attendance and vacation worksheet.
• Act as necessary on internal and external mail
• Update and maintain weekly Support Office Schedule, and capture action items and events for follow-up in annual Operations calendar.
• Publish and communicate all new and revised policies and procedures via Policy Manager System to all Villages.
• Distribution and maintaining Gallup Strengths based Leadership assessment & books on-line.
• Assist in coordinating onsite & offsite business occasional events and team meetings/training, requiring attendance confirmation of leaders & team members in cooperation with Operations & logistics team
• Support special purchase requisitions

Qualifications:

• Post-secondary education
• Previous experience working in an executive assistant role
• Minimum 5 years working experience in Health care environment an asset.
• Excellent written and verbal communication skills
• Strong time management skills and an ability to organize, and coordinate multiple concurrent projects.
• Flexible team player, willing to adapt to changes and overcome challenges
• Ability to maintain confidentiality of information related to the company and its team
• Knowledge of relevant policies and procedures.
• Strong Interpersonal skills and ability to be flexible, adaptable and approachable to foster strong and positive relationships with others
• Ability to ensure high level of accuracy and attention to detail in their own work including data entry, analysis of data and documentation
• Ability to provide a positive customer experience
• Ability to prioritize tasks effectively and remain positive and overcome stress appropriately
• Ability to work in a cross-functional team and independent
• Strong oral and written communication skills
• Analytical, critical thinking and problem-solving skills
• Proficient computer skills (i.e., Microsoft Office 365)
• Proven alignment with our organizational vision, mission and values of Caring relationships, persistent and passionate, positive, can-do attitude, Hardworking and hands-on, genuine and humble

*Current Team Members - please make sure you are logged into your Crossroads before applying*

You can be you while being part of our Family!

How Schlegel Villages supports our Team Members: 

• Competitive salary, and benefits;
• Significant opportunities for Growth and Development: Our Leaders come from within;
• Ongoing Team Member Appreciation incentives and generous rewards and recognition;
• Extended Health Benefits & Retirement Savings;
• Individualized Assistance for Team Member Education and Development;
• Loans and Scholarships to help our team members realize their greatest potential;
• Financial Hardship Support Program: Wilfred Schlegel Hope Fund;
• A Unique Family Culture: Every Person in Every Village is a branch of our Family Tree

At Schlegel Villages we are redefining elder care through innovation, Village design and culture change, but we know the key to our Village success, and our residents’ satisfaction, is YOU and our teams.

We aspire to provide all members of our communities, including team members, with a life enriching experience. We are family owned and operated and we take our mission seriously: “to provide holistic health care in a home environment, located within an internal neighbourhood design that promotes a caring community with emphasis on optimal health and life purpose for each resident”.

Schlegel Villages is pleased to accommodate individual needs in accordance with the Accessibility of Ontarians with Disabilities Act, 2005 (AODA), within our recruitment process. If you require accommodation at any time throughout the recruitment process, please speak with the hiring leader.

Equity, diversity and inclusion are ingrained within the Schlegel Culture, and our Villages are more welcoming, open-hearted and vibrant because of it. Each Village is strengthened by the unique lived experience of every person connected to it. Everyone is included and respected in their spirituality, cultural diversity and individuality. Regardless of ability, heritage or cultural roots, our people are embraced, just as they are, and we celebrate and support life purpose within the community.