Executive Office and Board Coordinator (Permanent Full-Time)

VHA Home HealthCare (VHA) is one of the largest not-for-profit home care providers in Ontario. Our team is made up of close to 3,000 caring and committed professionals who love what they do. Our providers tell us: “Home care is where I can truly make a difference. There is such a sense of accomplishment from helping people live independently at home.” Our teams work together to provide high quality, client-centred care to those who need it most in their homes, schools, retirement homes and other community settings. Many of our team members manage their own schedules in the community and they say, “The freedom and flexibility can’t be beat.” Providers form meaningful bonds with the clients and families they serve over time and are supported by a diverse regional team and beneficial home office programs. Team members tell us “I love the inclusive culture. I feel welcome and at home.” View more comments from our clients and their family members. Pay Range Base Salary: $80,000- $101,000 (commensurate with experience) WE ARE LOOKING FOR: EXECUTIVE OFFICE AND BOARD COORDINATOR – FULL TIME PERMANENT ROLE SUMMARY The Executive Office and Board Coordinator provides administrative support to the Chief Executive Officer and the VHA Board and Committees, coordinates all activities of the executive office, liaises with clients and families and external partners and supports or leads special projects at the discretion of the CEO. This pivotal role is integral to the efficiency of the CEO's Office, requiring a candidate who excels in a dynamic environment. The successful applicant will provide top-tier, confidential support, manage leadership tasks with precision, and demonstrate meticulous attention to detail. This is a full-time permanent position, reporting to the Chief Executive Officer. While the role is hybrid (mix of in-person and remote with up to 2d/week being remote), scheduling of remote work days depends on the administrative needs of the organization and can change from week to week. #LI-CF1 #INVHACorp RESPONSIBILITIES ​ Executive Office Management/Coordination (40%) Representing the Office of the CEO in a professional, customer-focused manner, serves as the main point of contact for partners, staff, clients and families with the Executive Office. Escalates issues as required and records interactions. Supports the preparation and follow-up for various CEO external committees, ad hoc meetings and community and government relations activities. Establishes an external relations strategy and process for monitoring the external landscape for relevant condolences, appointments, promotions, etc. that require communication from the CEO office. Prepares presentations and a variety of external correspondence as required by the CEO. Handles confidential and sensitive documents as required including managing the CEO 360 Feedback process. Manages the process for timely OH@H contract/agreement review and renewal. Supports the process for both annual and 3-5y strategic planning. Develop relationships with clients, strategic partners, and third-party providers to support business objectives. Other duties/projects that may be assigned as required. VHA Board and Committee Support (40%) Supports the CEO as main point of contact to the VHA Board and Committees. Preparation and follow-up for events and meetings including scheduling, inviting guests, preparation and distribution of all event/meeting materials, and booking arrangements including space, refreshments and AV equipment. Attends all virtual and in-person Board and Committee meetings. Meetings can be during the work day or in the evening. Records, prepares and distributes minutes for Board meetings and Board Committee meetings. Oversees regular and timely updating of the ‘Management Report for the Board’ through the Envisio platform. Maintains the Board Portal, ensures all materials are up-to-date and ensures all Board members have access to materials. Oversees the Board Orientation process including keeping all content current in the Board Orientation Manual. Maintains a secure and robust electronic repository of Board materials and corporate minute books. Maintains contact and distribution lists as well as other documents related to the Board and Committees. Office Administration (20%) Provides administrative support to the Chief Executive Officer (CEO) including calendar management, drafting documents, conference registration, travel arrangements, maintaining contact and distribution lists, and preparing expense claims. Supports staff engagement events and milestone celebrations. Manages SMG on-call schedule and SMG in-office schedule. Supports planning and meeting material preparation and distribution for Leadership Forum meetings and SMG Operations meetings. Works with the finance department for procurement of office supplies and other services on a need basis. QUALIFICATIONS A university degree or college diploma in office/administrative management preferred. A minimum of 5-7 years of recent relevant experience supporting senior executives in the healthcare and/or not-for-profit industry. Experience with coordination of board and committee meetings. Excellent organizational, prioritization, and time management skills, with a keen attention to detail. Superior writing, proofreading, editing and formatting skills. Highly proficient in the use of Office Suite programs with advanced Microsoft Word, PowerPoint and Outlook. Highly proficient in the use of document sharing and collaboration platforms such as Microsoft SharePoint. Superior knowledge of English, with advanced oral and written communication skills. Experience managing multiple tasks/activities and highly proficient in setting and communicating priorities and timelines handle scheduling conflicts with diplomacy. Demonstrated ability to maintain confidentiality, integrity, professionalism, and diplomacy at all times and comfortable speaking with clients and families and helping to address issues/concerns. Strong interpersonal skills to interact respectfully and effectively with diverse individuals. A commitment to fostering a safe, inclusive workplace aligned with organizational policies and procedures. Reliability and accessibility to the CEO. Demonstrated sound judgement and a passion for good governance. Previous experience managing the office of a senior executive. Able to attend in-person board or committee meetings in the evening. What makes VHA’s compensation unique? Benefits and pension plan for permanent eligible employees Compensation for education and professional development VHA is a leading learning organization so we can provide you with comprehensive orientation and training at the start and throughout your career Mentorship and peer support Career development opportunities Employee and family assistance program Wellness resources Perks & discounts Staff & service provider events Accommodation and VHA’s commitment to DEI At VHA Home HealthCare (VHA), we passionately strive to uphold our commitments to being an Equal Opportunity Employer. We champion inclusion and diversity in all parts of our organization and are strong believers that a diverse workforce is key to the ongoing and future success of VHA. We aim to review all applicants with fair and unbiased recruitment practices where opportunities are presented based on merits, skills, and experience. VHA is committed to providing reasonable accommodation and our services are accessible and sensitive to the needs of diverse groups. If you require any accommodation, please let us know in advance as we are happy to comply. How to Apply? Our online application should take about 5 to 10 minutes to complete. VHA is accredited with Exemplary Standing by Accreditation Canada; an RNAO Best Practice Spotlight Organization designate; and a founding member agency of United Way Greater Toronto. Thank you to everyone who applies. We will review applications as they are received. We’ll only be contacting those selected for further discussion. In every role and at every level, we lead with purpose, build bonds that matter, and we’re passionate about providing spectacular care.