Momiji Health Care Society is a non-profit organization providing services to senior citizens of primarily Japanese-Canadian descent, in an effort to maximize their independence, health, and quality of life. We are currently seeking a temporary part time executive assistant.
Date Posted: April 24, 2018
Start Date: Mid to Late May, 6 month contract, with the possibility of a permanent job
after contract is complete.
Working Hours: 9:00 am to 5:00 pm, 2 days a week until June 30, 3 days a week after until
contract ends (days of the week will be negotiable, occasional weekend days
will be required.)
Compensation: Negotiable, based on relevant skills.
Reports to: Executive Director and Economic Development Manager
Responsibilities include, but are not limited to:
1. Anticipates and initiates appropriate action in support of the Executive Director’s role.
2. Coordinates incoming materials passing the Executive Director’s desk by:
– Providing current information on items received including Ministry Directives, sector
bulletins and newsletters;
– Screening the Executive Director’s mail, advising her of urgent correspondence and in
her absence bringing it to the attention of the Acting Interim Executive Director or
appropriate manager;
– Extracting and summarizing information from correspondence; and
– Communicating and distributing relevant information to the appropriate people within
the organization.
3. Coordinates outgoing materials for the Executive Director by:
– Responding to requests for information;
– Initiating or following up on compliance to Ministry, corporate, or legal requirements;
– Researching or locating and extracting data for documents being prepared;
– Drafting correspondence; proofreading and editing written materials;
– Word processing of communications and materials some of which involve confidential
information; and
– Photocopying documents.
– Schedules appointments and meetings for the Executive Director; ensures that arrangements are made and materials are prepared.
– Receives telephone calls for the Executive Director or in her absence, replies to inquiries
on various issues, and returns calls when requested or appropriate.
– Maintains an up-to-date list of frequently called numbers.
– Maintains a filing system for the Executive Director and maintains organizational files pertaining to Momiji building, programs and services that include mortgage documents, construction/renovation information, tax status, and any legal matters.
4. Supports the Board of Directors by:
– Ensuring the preparation and distribution of information for all meetings;
– Organizing meetings, taking minutes of meetings and arranging back up if necessary;
– Facilitating Board business including the passing of resolutions and other documentation
– Providing support to Committees of the Board and, where appropriate, individual directors representing Momiji.
– Attends meetings as necessary with the Executive Director and takes notes or minutes as
required.
– Plan and organize the Annual General Meeting
5. Attend and participate in staff and team meetings, internal and external events, special projects,
committees and meetings as negotiated and approved by Executive Director.
6. Provide administrative support to the Economic Development Manager in organizing, planning and executing major fundraising events.
A successful candidate will possess the following strengths/skills:
– Experience in working as Executive Assistant
– Experience with event planning and coordination is beneficial
– Excellent English-language communication skills, both verbal and written; Japanese-language
skills are an asset
– Excellent interpersonal skills
– Computer literacy
– Enthusiasm for continuing professional learning
– Occasional light /moderate lifting will be required (special event set up or filing)
Required Certificates:
Police Vulnerable Sector Check Completed in last 6 months
Current first aid/CPR certificate
Momiji Health Care Society is a diverse work environment and equal opportunity employer. We
encourage applications from all persons, including persons with disabilities. Accommodation will be
provided if needed in accordance with the Ontario Human Rights Code and Accessibility for
Ontarians with Disability Act.
Interested Applicants should forward their resume and cover letter to Aki Yang, Payroll
Manager in person or by email jobs2018@momiji.on.ca by 4:00pm on May 7, 2018. While we thank all applicants for their interest, only those applicants selected for interview will be
contacted.