Careers

The Aphasia Institute has built a reputation as a world leader in aphasia care and research.  Join this dynamic team of friendly and passionate professionals who help people with aphasia and their families.

We currently have the following  job opportunity:

1.  EXECUTIVE ASSISTANT AND ADMINISTRATIVE COORDINATOR
Send resume and cover letter to: careers@aphasia.ca
Closes May 15, 2012
This is a one year contract position.

Position Summary:

Reporting to the Executive Director the Executive Assistant and Administrative Coordinator provides senior level support to the Executive Director ensuring the office is effective, responsive and all activities are well coordinated.  This includes liaison with the Board of Directors, external stakeholders, partners, government agencies internal staff and management to ensure that the Executive Director’s office maintains strong relationships with all constituents.  The role also supports the Senior Directors and coordinates key agency wide projects.

Key Responsibilities:

  • Respond to inquiries, gather information and assist stakeholders who call into the ED’s office.  Can include dealing with inquiries and concerns at the first stage before matters proceed to the ED.
  • Act as project coordinator for key projects. This involves setting up meetings,  taking minutes, following up with stakeholders and providing support where necessary, notification when meeting deliverable dates are at risk and other tasks to help ensure the project goals are met.
  • Provide key support to the communication team for agency initiatives including the Walk n Roll, Building Bridges newsletters, and the Annual Appeal
  • Prepare draft correspondence, respond to issues for ED’s review
  • Coordinate schedule, book meetings, prepare weekly/daily agenda for ED.
  • Make travel arrangements, book hotels and coordinate itineraries on behalf of the Executive Director and the Board as required.
  • Respond to correspondence on behalf of the ED as required.
  • Provide senior level administrative support to the ED’s office.  This can include supporting other members of the senior team as required.
  • Liaise with the Board of Directors to coordinate meetings, respond to calls, gather contact information.
  • Maintain up to date Board files and contact information.
  • Prepare and distribute Board packages for Board meetings, coordinate logistics for all Board meetings.
  • Support the Board in the orientation of new Board members as required.  This can include preparation of orientation packages and information
  • Attend and take minutes at Board Meetings and distribute minutes in a timely way
  • Act as liaison between the ED and the Board regarding action items arising out of Board meetings and ensure that communication is ongoing.
  • Prepare regular and ad hoc reports as requested and format reports for distribution.
  • Review reports, briefs, Ministry documents or other materials requiring the ED’s attention highlighting significant matters and what action required on behalf of the ED.
  • Review reports from the LHINS and provide ED with relevant information.
  • Prepare presentation materials and ensure all logistics for presentations and meetings are well coordinated for the Executive office.
  • Manage and maintain all electronic and hard copy files ensuring confidentiality at all times.
  • Assist in preparing the budget for the ED’s office and monitor the budget for the tracking expenses to ensure effective budget management.
  • Prepare expense reports for the ED on a regular basis.
  • Represent the Executive Director and the executive office as required.
  • As a member of a team participate in organization wide activities such as mailings, special events, back-up for other administrative functions etc.
  • Collaborate with communities, members, government bodies and partner agencies on broad strategic initiatives.
  • Assist in collating and disseminating about communicative access and other information related to the Executive office.
  • Support the organization’s strategic planning process.  This can include coordination of process and managing logistics.
  • Assist the ED in issues analysis and management as required.  This may include preparing background information, addressing issues at a first stage and providing input into final resolution.
  • Support the Executive Director in the preparation of grant applications as required.

Qualifications, Skills and Abilities:

  • Related post-secondary education (degree or diploma) in office administration, business, etc.
  • Minimum of 3-5 years directly related experience; preferably at a senior administrative level
  • Equivalent combinations of education and experience.
  • Knowledge of provincial health care system, community support services and LHINs is an asset.
  • Strong computer skills; Proficient in Microsoft applications (Word, Excel, Powerpoint)
  • Strong customer service orientation
  • Ability to work with a range of stakeholders
  • Team player; ability to work well on cross functional teams.
  • Ability to juggle many priorities at one time;
  • Attention to detail and the ability to understand the larger organizational context
  • Diplomacy, tact and discretion
  • Strong communication and interpersonal skills; the ability to work with a range of stakeholders
  • Initiative, and interest in continuous improvement
  • Professionalism, sound judgement and the ability to make effective decisions
  • Ability to manage in a fast-paced environment