26 Jan
ONA Jobs
Old Toronto
Location: TBD, ON Canada
Type: Permanent Full-time
Group/Grade: Non-Union Non-Management Date: January 22, 2025 Positions: 2 Our mission is to defend the rights of and advocate for nurses and health-care professionals who care for the health of Ontarians. We empower members and fight against unfair and unsafe treatment, negotiate and enforce our contracts, offer benefits and insurance, provide tailored education and development opportunities and much more. We confront governments, administrations and other policymakers head on to fight for high-quality public health care. ONA is seeking to hire two (2) Executive Assistants to join our Senior Administrative Team.
The successful candidates will work within the boundaries of ONA’s governing and administrative policies, the vision, and strategic outcomes and is accountable for supporting and project managing day-today activities. This is what else you can expect from this dynamic role:
- Provide organized and proactive administrative support including filing, email support and the preparation, review, drafting, copying and/or distribution of correspondence, letters, memos, reports and presentations.
- Prioritize and manage assigned calendars, set up meetings, book travel arrangements, resolve scheduling conflicts and adjust as necessary based on changing needs and priorities.
- Manage incoming inquiries via telephone and email, seamlessly directing individuals to the designated team member.
- Develop relationships and deal regularly with internal and external stakeholders including local and bargaining unit leaders.
- Provide administrative assistance in supporting and tracking initiatives, events, bookings, programs, processes, projects and reporting requirements.
- Discuss issues,
recognizing and bringing forward the urgent issues to the appropriate team member’s attention and forwarding to the appropriate parties for resolution.
- Schedule and participate in meetings; transcribe minutes, key messages and maintain action plans.
- Maintain policy updates in the ONA Operations/Policy Manual.
Accountabilities:
- Accountable for having a working knowledge of ONA's governing policies, Strategic Plan, Executive Limitations, the Constitution, Operating Standards and Guidelines.
- Accountable for acting as liaison between members, staff and external contacts.
- Accountable for proactively determining action required on internal and external communications (e.g., v-mails, faxes, e-mails, correspondence and reports).
- Accountable for providing service to members and staff in a manner that is consistent with member values and keeping the interests of membership as the primary focus of work.
- Accountable for identifying risks and opportunities related to ONA achieving its goals/mandate.
What we are looking for:
- Post-secondary certificate and/or diploma in Office Administration (Executive), Business Administration or a related field.
- Minimum of five (5) years’ administrative experience providing administrative support to formal leaders and multi-functional teams.
- A certificate/designation available to Administrative Assistants such as Certified Professional Secretary (CPS) or Certified Administrative Professional (CAP) is an asset.
- Demonstrated experience with administrative procedures, project coordination, processes and standards.
- French bilingual or the ability to speak other languages is considered and asset.
Skills & Abilities:
- Must have excellent interpersonal,
verbal and written communication skills.
- Detail oriented and organized with a high level of accuracy.
- Ability to use a variety of software programs, databases and programs including but not limited to Microsoft Office Suite.
- Must have a sound knowledge of electronic calendar and file management skills.
- Must be flexible, adaptable and able to work well with others.
- Must be able to communicate effectively with staff, ONA members, and stakeholders.
- Self-directed with an ability to organize, plan, prioritize and multi-task in a fast-paced, changing environment.
The successful candidates must be able to travel, possess a valid driver’s license and have access to an automobile for business use. All interested candidates may apply via ONA Jobs by 4:30 p.m. on February 5, 2025.
The Ontario Nurses’ Association is committed to employment equity within its staff. Applications are encouraged from equity groups including individuals of Aboriginal descent, racialized individuals, individuals with disabilities, and LGBTQ+ persons. We also provide accessible employment practices that are in compliance with the Accessibility for Ontarians with Disabilities Act (‘AODA’). If you require accommodation for a disability during any stage of the recruitment process, please notify Human Resources at [email protected]. Thank you for your interest in joining us. Only those selected for an interview will be contacted.
Impress this employer describing Your skills and abilities, fill out the form below and leave Your personal touch in the presentation letter.