Executive Assistant

• Acclaim Health is a registered charity with over 700 employees that helps over
• 30,000 people each year.  We are Halton’s most trusted home care and community
• support services provider – and have been for over 95 years. We have a proud and
• long tradition of providing home and community care to families across the
• region.

• At Acclaim Health we pride ourselves on creating good in the world by giving
• back to our community, and through a culture of caring, for our patients,
• clients and our colleagues.  We offer our colleagues flexibility, recognition,
• benefits, a supportive learning culture, and an expectation of high standards,
• all while having fun!

• We are currently looking for an experienced Executive Assistant to the Chief
• Executive Officer to join our team.  This role is an integral member of our team
• and focuses on operational excellence and administrative support primarily to
• the CEO and Board of Directors. This position is based at our Oakville head
• office and may include a combination of virtual and in-office work.  This is a
• permanent full-time position with generous vacation, full benefits, and
• company-matched pension plan.

• Reporting to the CEO, this position demands the utmost discretion and a high
• level of confidentiality and professionalism.  You are an enthusiastic
• professional with experience supporting senior executives and a not-for-profit
• Board of Directors.  It is essential to be an effective communicator, organized,
• and able to work independently and collaboratively with a proactive approach.
• You must flexible to attend board meetings outside of normal working hours.

PRIMARY FUNCTIONS

• Organizes, coordinates and maintains the daily itinerary and materials for

the CEO

• Assists in the preparation of the monthly board and committee meeting

agendas.

• Manages the BoardWorks platform. Coordinates and posts to Boardworks the

monthly Board package in an accurate and timely manner.

• Ensures BoardWorks is up to date re: governance materials
• Ensures meeting rooms/virtual hardware are prepared for CEO and Board-related

meetings

• Records and transcribes minutes of Board and Board Committee meetings and

follows up as directed.

• Maintains official records of Board and Board Committee meetings and other

documents ensuring confidentiality and retention according to policy.

• Maintains the Board and Board Committee annual workplan and coordinates the

attendance of internal and external partners

• Organizes and coordinates the Annual General Meeting, special meetings,

• courses/conferences, and travel arrangements on behalf of the CEO, Directors
• and Board of Directors.

• Ensures the Ontario Business, Board and Officer registries are maintained,

updated and notifications completed as required.

• Ensures insurance documents are up to date and obtains insurance certificates

as required

• Ensures all requirements for trademark and incorporation are maintained.
• Oversees contract file management
• Manages off-site business records
• Arranges for courier service
• Participates effectively on internal committees
• Maintains a high level of confidentiality

QUALIFICATIONS & EDUCATION

• Administrative assistant certificate from a recognized institution or

equivalent with experience.

EXPERIENCE & SKILLS

• Minimum 3 to 5 years’ office administration at an Executive Assistant level

or comparable.

• Previous experience supporting a not-for-profit Board of Directors required.
• Experience working with highly confidential information.
• Knowledge and understanding of governance rules and procedures.
• Strong communication and interpersonal skills.
• Working knowledge of Microsoft Word, Excel and Outlook.
• Excellent organizational and time management skills.
• Demonstrated ability to work independently and collaboratively as a team

member.

• Valid Ontario driver’s license, use of vehicle and insurance per the Acclaim

Health policy.

• Flexibility to attend board meetings outside of normal working hours.

Starting salary range:  $53,839.50 - $58,929.00