ON, Toronto (Flexible), Executive Business Lead and Board Relations

Do you want to work for a health care organization that changes people's lives? One that not only cares deeply about clients, but also values that its employees are its greatest asset?

Vision Loss Rehabilitation Canada is a unique health services organization that serves people who are blind or partially sighted across the country. Our certified specialists provide training that empowers clients to develop or to restore activities of daily living skills, to promote their independence, to enhance safety and mobility. We work closely with ophthalmologists, optometrists and other health care professionals, by providing essential care on a referral basis in homes, workplaces and communities across the country.

We offer competitive salaries and benefits, flexible schedules, and opportunities to grow.

For more information about Vision Loss Rehabilitation Canada, please visit visionlossrehab.ca or call 1-844-887-8572.

Position Title:    Executive Business Lead and Board Relations

Location:            Toronto (Flexible), Ontario

Reports To:        Director, Privacy, Enterprise Risk and Strategic Relations

Date:                  November 12, 2021

I. Scope and Summary of Primary Responsibilities

The ideal candidate has experience in a dynamic, fast-paced, and highly collaborative environment. They will proactively support all business administrative responsibilities for the executive leadership team.

The ideal candidate is looking for an exciting role with a wide range of responsibilities and projects, which include:

Executive support:

Provide high-level confidential administrative support for the Director, Privacy, Enterprise Risk and Strategic Relations, Vice President, Innovation and Vice President, Service Quality. Maintain a busy executive schedule, organize, and prepare for meetings, coordinate travel, track and prepare reports. Regularly handles confidential material and information and exercises discretion in doing so. Performs other duties as required to ensure the smooth operation and responsiveness of the department.

Coordination:

Coordinate regular meetings to discuss current happenings across the business, identifies room for improvement in processes and implements solutions.

Provides board support in implementing the logistics of committee and board meeting as well as note taking under the direction of the Director, Privacy, Enterprise Risk and Strategic Relations.

Monitor, organize, and improve project tracking systems for the executive leadership team and organize and maintain relevant program files.

II. Essential Functions

This position entails, but is not limited to the following general responsibilities:

  • Will provide guidance and support for a wide range of administrative functions and process and ensure they are carried out in compliance with the organizations policies.
  • Schedule appointments and meetings, make travel arrangements, and book appropriate facilities for meetings
  • Prepare agenda, record, transcribe and distribute, in a timely matter, minutes of assigned meetings
  • Maintain all files and documents for staff, leadership volunteers and procedures
  • Coordinate travel and hotel bookings as required for the Executive Leadership Team and update calendar as required
  • Coordinate Visa reports and approvals for direct reports to Executive Leadership Team, code expenses, print and process for approval reports
  • Approve timecards and time off requests for direct reports of the Executive Leadership Team as required
  • Coordinates centralize reports and activities as requested
  • Arrange appropriate services, catering and equipment needs for office meetings and presentations, as required
  • Maintain record retention for office documentation
  • Provide general administrative support as required to: Executive Leadership Team
  • Coordinates onboarding orientation for positions within VLRC

Relationships:

  • Supports relationships and proactive communication channels with partners, board and committee members, and other internal and external stakeholders
  • Works both independently and collaboratively with the all departments
  • Participates in committees and team meetings, as required

Problem Solving/Time Frame of Impact:

  • Ability to provide solutions to routine questions using creative and timely problem-solving skills
  • Able to manage multiple projects, while still meeting deadlines and producing high-quality work

 Decision Autonomy:

  • Work under the general direction of VLRC guidelines and standards but has latitude in making decisions on routine tasks
  • Consults with supervisor/ managers on issues that are more complex or may require upper level approval
  • Exercises judgement and tact when dealing with individuals and knowing when to elevate issues to the next level
  • Commitment to maintaining privacy and confidentiality

Leadership:

  • The ability to function with limited supervision when required
  • Maintains a positive attitude focused on total company success
  • Takes initiative to keep abreast of various policies and procedures, trends, legislation etc. as they relate to the position

III. Qualifications

Knowledge and Skill Requirements:

  • Strong interpersonal and diplomacy skills
  • Highly organized and detailed focus
  • Ability to meet tight deadlines and multi-task in an organized manner
  • Exceptional verbal and written communication skills
  • Advance minute-taking skills and good knowledge of best practise meeting protocols
  • Microsoft suite of products (Word, Outlook, Excel)

Experience and Education:

  • Post-secondary education in Office Administration or Business Administration; equivalent education and experience will be considered.
  • Administrative Assistant Certificate an asset
  • Minimum 5 years' experience in an administrative role

Work Environment:

  • Willingness to work flexible hours

Apply Now!

If this sounds like the role for you, apply now to Jaclyn.Lavigne@vlrehab.ca.
Be sure to include a resume, cover letter, and mention how you heard about this opportunity

VLRC is committed to creating and fostering an inclusive culture and welcomes applications from diverse candidates, including but not limited to Indigenous peoples, women, candidates with disabilities, and candidates of colour. We strongly encourage applications from applicants with sight loss. Direct lived experience would be a definite asset. We're excited to review your application

Please note that the successful candidate will be required to pass a standard Criminal Record Check.

We thank all applicants for their interest in VLRC, however, only those selected for an interview will be contacted

Closing Date for Applications: November 26, 2021.