Executive Assistant - VP - Part-time 0.5

Requisition Details: Employment Status: Permanent, Part-time (0.5 FTE) Program Name: Marketing Communications and Philanthropy Number of Hours Bi-Weekly: 37.5 Work Schedule: Days On Call: No Existing Vacancy: Yes - we're currently hiring candidates for an existing vacancy in this position. Nova Scotia wage range available upon request. Job Summary: The Executive Assistant (EA) enables the Vice President (VP) and their team to advance the mission and goals of VON. The EA supports the VP’s department which is an executive level national portfolio with multiple functional areas. Through a proactive and results oriented approach, the EA is responsible for a wide range of functional areas and SMT level priorities providing executive level administrative support ranging from the coordination of information flow within their VP department and functional areas, by ensuring accurate and timely delivery of senior level administrative services and providing support and direction on appropriate course of action to leaders (Directors/Sr. Directors) that report to the Vice President and providing key support to Board committees. Key Responsibilities: Researches, prioritizes, and follows up on business matters and concerns addressed to the VP, including those of a highly sensitive or confidential nature; determines appropriate course of action, referral, or response. Ensures smooth communication between the VP’s Office, members of the Board of Directors and Committees as well as internal/external stakeholders, demonstrating leadership to maintain credibility, trust and support with senior management staff and other colleagues. Develop and document processes to support teams and functions. Drafts formal communications on behalf of the VP and Senior Directors. Assists with preparing and reporting monthly KPIs for the VP for their respective department including functional areas to inform executive level, operational and business decisions. Provides data and information to external stakeholders under tight timelines (e.g. to Ontario Health Teams, or pandemic stats etc.) to respond to stakeholder and departmental priorities. Supports departmental budget activities and assists with budget monitoring for the respective VP department Compiles, reviews and analyzes data or information that supports department activities. Maintains the VP’s calendar ensuring effective prioritization and preparation of required information while working collaboratively with key internal/external stakeholders. Documents and populates briefing notes and reports for key stakeholders, committees and the Board. Prepares documentation and correspondence, agendas and reports and gathers background materials. Supports departmental leadership team in developing project plans and timelines for departmental priorities. Manages contract process including procurement, comparative examination and contract development for their respective department and proactively flags obligations for VON lease renewals prior to expiration. Manages projects related to government reporting compliance, annual filings and accreditation requiring the coordination of senior staff content input and other administrative staff to ensure timely and accurate submissions that can have significant business impacts. Updates VON intranet content related to their department by validating information is current including organizational charts. Maintains corporate mailboxes related to their departments by responding to any issues that arise and flags reputational risk issues through escalation as needed. Ensure adherence to appropriate internal administrative processes, including the Delegation of Authority Policy. Supports the VP in managing confidential performance monitoring of the team, including the 360 process. Manages and ensures continuous improvement of key departmental processes, engaging VP team members and others in execution as determined by the VP. Identifies opportunities for proce…

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