The Opportunity
Reporting to the CEO, the Administrative Services Coordinator is responsible for providing senior administrative management services to the Chief Executive Officer (CEO). The incumbent provides expertise in issues management and executive support services to build the strength and effectiveness of senior leadership. This position is responsible for driving projects between portfolios and organizationally. He/she will provide services in issues management, strategic planning, portfolio support, committee support, project management, stakeholder and community liaison and executive support services to build the strength and effectiveness of the Executive and portfolio.
About Us
At AgeCare, our mission is to empower residents to live their lives to the fullest by prioritizing their health and well-being. We firmly believe that we are working in our residents’ homes, and we dedicate ourselves to providing a comfortable and person-centered environment. Working in long term care is more than just a job; it is a calling for many of us.
What You Will Do:

Executive Administrative Support

• Prepare reports and presentations tailored for internal decision-makers.
• Draft briefing notes, document summaries, and reports adhering to professional standards for the CEO, Executive Team, and the Board.
• Assist the CEO in administrative tasks related to report preparation, research, presentation development, document proofreading, editing, and formatting.
• Drive projects and strategy as identified by the CEO.
• Help build effective relationships with all points of contact – both internal and external to ensure the smooth and efficient operation of governance across the organization.
• Contribute to the development and review of administrative and executive processes, policies, and procedures.
• Manage and update internal document templates, making necessary amendments as required.

Coordination

• Coordinate the logistics of the Executive Operations Committee Meeting and other executive-level meetings as assigned by the CEO.
• Undertake appropriate post-meeting action to ensure implementation of decisions arising from meetings.
• Support the preparation and distribution of agenda packages and take minutes for working group meetings.
• Draft and distribute appropriate correspondence for review, such as briefing packages, surveys, meeting materials, policies, and other reports to the Executive Team.
• Coordinate schedules, meetings, and events.
• Make travel arrangements in the absence of the Executive Assistant.

Project Management

• Provide Project Management leadership and support by working with key stakeholders: including identifying activities, dependencies, timeline tracking, document management, and coordination of multiple team members.
• Establish and be responsible for a system to track, monitor, and report key information – specifically strategic action plans, and organizational quality initiatives.

Risk intelligence and Business Continuity

• Establish and be responsible for a system to track, monitor, and report key information on Emerging Issues from AgeCare sites throughout the organization.
• Take part in various Emergency Response processes called upon by the CEO by providing administrative and logistical support.

What We Offer:

• A competitive salary and benefits package.
• Diverse career experiences and opportunities for professional growth and development.
• Emphasis on work-life balance to support a healthy and fulfilling professional life.
• Access to technology, tools, and resources to enhance job performance and efficiency.

What You Bring:

• Education: Bachelor’s degree in business administration and/or health services, or a related field. Project Management certification an asset.
• Experience: 5+ years in executive support working in a fast-paced environment.
• Proficient in Microsoft Office Suite with experience in SharePoint and Visio will be an asset.
• Demonstrated ability to maintain confidentiality and handle issues of a sensitive nature with tact and discretion.
• Ability to follow through on projects to successful completion, often with deadline pressures and conflicting priorities.
• Demonstrated ability to manage multiple tasks, priorities and prioritize conflicting needs.
• High level of organizational skills and excellent attention to detail.
• Excellent written and verbal communication skills.
• Must be able to provide a complete and current (within six months) Vulnerable Sector Check, including a Criminal Background Check, or be willing to obtain one.

We invite passionate and dedicated individuals to join our team and make a difference in the lives of our residents. Apply today and be part of our mission to empower and enhance the well-being of those under our care.

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If you’re motivated by the privilege of serving our seniors with dignity, respect and compassion, come join us!

Please refer the Job description for details