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Job DescriptionPosted Wednesday, February 19, 2025 at 5:00 AMJob Title: Senior Executive AssistantNumber of position(s): One (1)Job Type: Full-Time Excluded position (35 Hours/Week: Monday to Friday).Language: Bilingual (English and French) requiredReports to: President/CEOOverview:Are you interested in using your skills to create a positive impact in the lives of marginalized individuals dealing with homelessness or persistent mental health and substance use disorders? If you have a passion for supporting people and would like to work on a team of exceptional individuals dedicated to providing stable housing and supportive services, we have an excellent opportunity for you.Salus is seeking a highly motivated and skilled Bilingual Senior Executive Assistant to join our team. If you are committed to making a difference in the lives of marginalized individuals dealing with homelessness and mental and substance use health, we would be thrilled to hear from you.Job Summary:The Senior Executive Assistant will support the President/CEO and the Board of Directors. This position requires strong attention to detail, excellent time management skills, a great sense of initiative for accomplishing required work, and the ability to manage competing deadlines.The ideal candidate will have a track record of exceptional administrative skills and an ability to anticipate needs, think critically, develop content, execute tasks with precision and accuracy, and offer solutions to problems with high professionalism and confidentiality.Job Duties:Provide administrative support to facilitate the President/CEO's ability to effectively lead the organization.Coordinate, track, and organize the activities and initiatives of the CEO. Ensure that initiatives and activities are tracked, items are scheduled and brought forward for follow-up, and the CEO is kept abreast of statuses.Monitor, coordinate, and report on deliverables, timelines, and action items related to high-level organizational initiatives, such as the strategic and annual operating plans.Act as a liaison with members of the Senior Management Team on behalf of the CEO, including discussions regarding highly confidential information.Assist with or lead special projects; design and produce reports.Collaborate, on behalf of the CEO, with staff to draft documents and presentations or to gather information.Research and follow up on incoming issues to be addressed by the Senior Leadership team.Draft memos, emails, letters, reports, and communique for the CEO.Prepare meeting packages for the CEO, ensuring that required background materials and information are provided, allowing time for review prior to the meeting.Manage the CEOs calendar, including scheduling internal and external meetings and appointments.Make travel arrangements (e.g., hotels, flights, transportation) for the CEO.Prepare and submit expense reports and travel claims on behalf of the CEO.Handle calls, mail, and other communication that flows through the Office of the CEO.Identify, develop, and coordinate agenda items for Board, Senior Management, and other meetings. Provide logistical and administrative support for meetings with the Board of Directors and CEO-designated committees.Support developing and updating organizational policies concerning Board review and approval.Meet regularly with the CEO to define, prioritize, and execute tasks and projects.Troubleshoot and, as required, escalate office administration issues.Serve as an internal resource for French language translation for Board minutes and other management documents.Other duties shall be assigned as required.Qualifications:Bachelors degree or a post-secondary diploma plus a professional qualification (or willingness to obtain) such as Canadian Certified Administrative Professional (CCAP) or the Canadian Certified Administrative Professional Associate.5-7 years' experience in an administrative role preferred.Strong knowledge of office procedures and practices.Keen attention to detail.Resourceful and flexible.Proven organizational and time management skills.Familiarity with Facebook and Twitter platforms.Experience working in a non-profit organization and/or the health sector a plus.Skills:A mature, self-starter; able to work independently, think proactively and prioritize work; accountable, establish and achieve goals.Dependable team player; able to collaborate to achieve results.Function in a calm, reserved, and effective manner under stress.Superior organizational skills, and the ability to effectively manage, plan, and prioritize multiple time-sensitive tasks and changing priorities.Flexible; able to change tasks and priorities as necessary.Honest, trustworthy, and ethical; unimpeachable integrity and able to handle confidential information with discretion.Critical thinking, expert communication, listening and interpersonal skills.High degree of proficiency with office software applications, including Microsoft 365 (Word, Excel, PowerPoint, Outlook), virtual meeting platforms (e.g., MS Teams, Zoom), and collaboration platforms (e.g., SharePoint).Suitability:Demonstrates the following core competencies:Diversity and Cultural ResponsivenessEffective CommunicationTeamwork and CooperationPlanning and OrganizationWriting SkillsInitiativeAttention to Detail; Quality OrientationProblem SolvingAccountability and DependabilityResearch and AnalysisEthics and IntegrityWork Conditions:This is an in-person position.Manual dexterity required to operate computer and peripherals.Interacts with employees, various management levels, and the public at large.Ability to lift up to 25 lbs.Flex work: Evening and weekend work required for Board and committee meetings.Pre-Hiring Requirement:Academic certificate(s).Criminal reference check (Vulnerable Sector).Valid drivers license and use of own vehicle with appropriate insurance is required.Proof that the successful candidate has received both doses of a Health Canada approved COVID-19 vaccine at least 14 days before the first day of work, subject always to Ottawa Salus duty to accommodate under the Ontario Human Rights Code.Salary range: $34.29-$45.72Why work at Ottawa Salus?Salus has a proven record of successfully supporting clients with serious and persistent mental health and substance use health issues to live their best possible life. Regardless of their role in the organization, our staff are passionate about our mission and supporting clients on their journey to recovery. They know they have an impact on their clients lives and consistently report that working here is a fulfilling experience. We offer all these and many more including:Competitive earningsGenerous Health benefits and pension plan (HOOPP)Compressed workweekA friendly team who creates a great work environment #J-18808-Ljbffr