Executive Assistant

Bayshore HealthCare is one of the Canada’s leading providers of home and community health care services and is a privately owned company. Bayshore HealthCare is proud to showcase its achievement as a Platinum member of Canada’s Best Managed Companies Program every year since 2006. Bayshore Healthcare is also recognized as Canada’s Best Employers in Forbes 2023 list. Reporting directly to the Executive Managing Director and dotted line reporting to 2 Managing Directors requires an individual who is enthusiastic about ensuring 3 senior leaders are set up for success. Attention to detail and keeping a busy, multi-team member office running smoothly and efficiently will be critical. The role will provide a wide range of senior level administrative support ranging from scheduling meetings, arranging travel, planning events, preparation of meeting minutes, reports, presentations, and correspondence, managing and maintaining documents and SharePoint sites. The Executive Assistant requires a keen sense of tact, diplomacy, and customer service. The incumbent must be an organized individual who can think two steps ahead of what will be required to keep the team well organized while ensuring deliverables from meetings are met. They must be passionate about collaborating with internal and external stakeholders and can build and maintain strong working relationships with all levels of Government, management and branch staff. Key Duties and Responsibilities • Manage the calendar of the 1 Executive Managing Directors & 2 Managing Directors, coordinating meetings, appointments and events and follow-up on availability. It will require ongoing review, planning and critical thinking to ensure both short-term and long-term meetings are scheduled. • Ensure that the Managing Directors are always prepared for meetings, organized and aware of commitments, timelines, and deliverables. • Handle travel arrangements including booking flights, hotels, transportation, and managing travel itineraries, and submit expenses in a timely manner. • Organize the email correspondence of the Managing Directors, ensuring all priority items are brought forward and addressed and timelines for responses are met. • Manage confidential communication and information professionally; respond to sensitive internal and external inquiries; including drafting routine and non-routine correspondence • Coordinates meeting agendas and follow-up on action items arising from team & divisional meetings. • Ensure high functioning administrative system for correspondence, document storage • As one of the first points of contact for the division, communicate professionally with individuals inside and outside of the organization at a variety of levels; liaison with other members of the Senior Leadership Team, Government representatives and is a professional ambassador for the divisions and Bayshore • Ensures positive customer service experience for internal and external stakeholders. • Generate complex and detailed presentations and other communication materials. • Plan & organize events on behalf of the division, such annual on-site & offsite meetings, • Provide support to operational initiatives such as assist with scheduling, documenting and tracking of deliverables and action items • Conducts internal research to support projects and the needs of the Managing Directors Other Responsibilities • Adhere to Bayshore Policies and Procedures. • Participate in quality activities and continuous improvement initiatives in keeping with the company's Quality Management System. • Participate in proactive Health & Safety activities while performing all duties. Is responsible to notify immediate Supervisor of any Health & Safety risks or concerns. • Maintains confidentiality of client and corporate information in accordance with Bayshore policies • Complete other tasks as requested Work Location: Bayshore Healthcare, National Service Centre, 2101 Hadwen Rd, Mississauga, ON L5K 2L3. Education / Experience • Post-secondary education in business administration, office management or commensurate experience • 3-5 years related experience and/or any combination of equivalent education and experience • Experience as an Executive Assistant or Administrative Assistant to a senior level director/Executive is required or experience in a busy, multi-person office environment. • Experience working in Home Care, health care or senior services would be an asset. • Proficiency in Microsoft office applications (Word, Excel, PowerPoint) Skills and Abilities • Excellent interpersonal skills, including discretion in handling matters of a sensitive and confidential nature. • Superior organizational and time management skills with the ability to prioritize and follow up on responsibilities with minimal supervision. • High level of sound and independent judgement with ability to make informed decisions. • Attention to detail • Strong work ethic with the ability to handle pressure in a fast-paced environment. • Strong commitment to continual learning. • Excellent written and spoken English language skills

The Executive Assistant provides comprehensive administrative support to three senior leaders, including calendar management, travel arrangements, and event planning. They are responsible for maintaining efficient office systems, preparing reports and presentations, and acting as a professional liaison for internal and external stakeholders.

Candidates must have post-secondary education in business administration or office management and 3-5 years of relevant experience. Proficiency in Microsoft Office and strong organizational, interpersonal, and communication skills are required.

• Customer servicePreferred

Identified from the job description. Confirm important requirements above.

• Administrative support
• Calendar management
• Travel coordination
• Event planning
• Meeting minutes
• Report preparation
• Presentation design
• Document management
• SharePoint
• Customer service
• Diplomacy
• Time management
• Microsoft Office
• Communication
• Research
• Confidentiality
• Administrative Support
• Tactfulness
• Strong Work Ethic
• Planning
• Microsoft Excel
• Quality Management Systems
• Business Administration
• Customer Service
• Community Health
• Continuous Improvement Process
• Critical Thinking
• English Language
• Public Administration
• Leadership
• Home Health Care
• Interpersonal Communications
• Taking Meeting Minutes
• Office Management
• Microsoft PowerPoint
• Presentations
• Microsoft SharePoint
• Time Management
• Timelines
• Travel Arrangements
• Scheduling
• Coordinating
• Prioritization
• Enthusiasm
• Detail Oriented

• Administrative
• Healthcare
• Management & Leadership
• Customer Service & Support
• Executive Assistant
• Administrative and Executive Secretaries
• Executive Secretaries and Executive Administrative Assistants

Minimum education

High school

Minimum experience

2+ years

Posting language

English

Working hours

40 hours per week