We have an immediate opening for a full time, permanent, Executive Assistant (to the COO)
POSITION SUMMARY:
The Executive Assistant, to the COO, supports the effective day-to-day operations of the organization by providing administrative and operational support to the COO and the executive leadership team.
This role ensures the office environment is organized, functional, and responsive to the needs of staff and visitors and assists with administrative coordination, document preparation, meeting logistics, and office operations while maintaining accurate records and supporting organizational processes.
SALARY AND TOTAL REWARDS:
Starting Salary: $60,191-$67,715 / 35 hours per week
What’s in it for you:
At Victoria Park Community Homes, we value you, your contributions, and your commitment. As part of our competitive salary and compensation package, we offer a full range of benefits, including:
- Company-paid extended health coverage that includes medical, dental, vision and EFAP
- Paid Professional Training and Development & Education Reimbursement
- Frequent Employee and Team Building Events
- DC Pension Program with up to 6% employer matching.
- Generous vacation and additional paid time off
- Opportunities for community involvement
KEY RESPONSIBILITIES:
Administrative & Executive Support
- Assist with scheduling meetings and coordinating calendars
- Draft routine correspondence, emails, and internal communications for review by senior staff
- Assist in preparing and formatting reports, presentations, briefing notes, and other documents
- Coordinate meeting logistics including room bookings, catering, and preparation of meeting materials
- Prepare agendas and assemble supporting documents for internal meetings
- Attend meetings as required to record accurate minutes, document key decisions, and capture action items
- Prepare and distribute meeting minutes and track follow-up items to ensure completion
- Manage and prioritize incoming communications, requests, and issues directed to the COO, exercising discretion in triaging matters and escalating as appropriate
- Act as a liaison between the COO and internal/external stakeholders to support coordination and alignment
- Assist in preparing executive summaries, briefing notes, and materials to support decision-making
- Coordinate travel arrangements, conference registrations, and training logistics for staff
- Coordinate incoming and outgoing mail, courier services, and deliveries
- Maintain organized electronic and physical filing systems according to established naming conventions and document retention practices
- Provide data entry and document management support for departmental initiatives and organizational projects
- Prepare and finalize expense reports and visa statements
Committee & Governance Support
- Assist with the preparation and formatting Committee meeting materials as directed to meet organizational deadlines
- Compile documents and supporting materials for Committee packages when required
- Maintain organized governance files, audit records, corporate and legal documentation in coordination with the COO and Executive Coordinator to the CEO.
- Assist with tracking action items or document updates
- Support coordination of Board and Committee materials, including tracking submission timelines and ensuring deadlines are met
- Ensure document accuracy, formatting consistency, and version control for governance materials
Office Operations & Facilities Coordination
- Monitor the condition and functionality of the office environment and identify maintenance or repair requirements
- Coordinate maintenance or repair requests with building management and service providers
- Track and follow up on facility issues to ensure timely resolution
- Coordinate and support cleaning services and routine maintenance schedules
- Ensure office spaces and meeting areas are organized, accessible, and prepared for staff and visitors
- Coordinate reception area staff coverage and schedule to ensure seamless coverage and client service standard levels
Office Supplies & Equipment
- Monitor and maintain office supply levels and shared equipment usage
- Coordinate ordering and replenishment of office supplies
- Maintain organized storage areas and supply inventory
- Identify issues with office equipment and coordinate service or repairs as required
Operational & Program Support
- Support onboarding of new employees by coordinating workspace setup, equipment, and orientation logistics
- Provide administrative support to organizational programs and special initiatives
- Assist with coordination of internal meetings, staff events, and community activities
- Assist with office moves, workspace reconfigurations, or special operational projects
- Assist in maintaining administrative templates, document standards, and internal processes to support organizational efficiency
- Active member of the PEP Committee with appropriate documenting of policies, process and work instructions
- Track and monitor key organizational initiatives, action items, and operational priorities
- Maintain trackers for deadlines, deliverables, and cross-department follow-ups
- Follow up with internal teams to ensure timely completion of assigned tasks and provide status updates to the COO
- Identify opportunities to improve administrative processes and workflow efficiency
Health, Safety, & Compliance
- Support workplace health and safety procedures and practices
- Assist with maintaining health and safety documentation and compliance records
- Help ensure office policies, procedures, and guidelines are followed
- Act as Fire Warden or support emergency preparedness procedures as required
MINIMUM EDUCATION AND QUALIFICATIONS:
- Post-secondary education in business administration, office administration, or a related field, or equivalent relevant experience
- Minimum three to five years experience in an administrative, executive support, or operations coordination role
- Experience with systems such as Yardi, MS Teams and SharePoint,
- Strong proficiency in Microsoft Office Suite including Excel, Word, PowerPoint, Forms etc.
- Excellent organizational, time-management, and problem-solving skills
- Strong written and verbal communication skills
- Ability to manage multiple priorities and deadlines in a collaborative environment
WORKING CONDITIONS AND SPECIAL REQUIREMENTS:
- Regular hours of employment are 8:30 a.m. to 4:30 p.m. – Monday to Friday
- A moderate number of hours are required outside of regular office hours for Board/Committee/Sector meetings.
- The position is based out of head office, located at 155 Queen Street North, Hamilton, ON.
- Extended time may be spent working at a computer using office software and communication tools
- Reliable transportation is required to attend offsite meetings or work-related events.
- Must have daily access to a reliable vehicle.
- Successful candidate will be subject to a satisfactory police background check.
- This position is open only to those legally entitled to work for any employer in Canada.
- A valid and unrestricted Class G drivers’ license for the class of vehicle operated and daily access to a reliable vehicle.
- Be bondable and be prepared to execute a Bondability Affidavit.
Apply Now!
For more information on our Company, please visit our website at www.vpch.com.
To apply, please submit your resume and cover letter by June 30th, at 4pm.
Victoria Park Community Homes will accommodate people with disabilities throughout the recruitment and selection process. Applicants are requested to make their needs known in advance if accommodation is required.
We appreciate the interest of all applicants in employment opportunities with Victoria Park Community Homes. Only those selected for an interview will be contacted.
No phone calls or placement agencies, thank you.
