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Executive Assistant - Bilingual 

Full-Time/Part-Time Part-Time  
Status Temporary, 21 hours/week (term duration: September 2024 - January 2026), with flexibility to work one regular evening per week  
Opportunities Available  
Category Senior Leadership  
Open Date 4/26/2024  
Close Date 5/3/2024  

The Executive Assistant offers high-level administrative and organizational assistance to the Executive Director and the Senior Management Team. They also provide executive support to the Board of Directors and its Committees and coordinate corporate-level events and projects.

Offers senior administrative assistance to the Executive Director by:

  • Drafting correspondence, including cover letters, memos, and other relevant materials for both internal and external distribution.
  • Scheduling meetings, handling meeting logistics, and providing necessary support during meetings (e.g., organizing refreshments, ensuring proper room setup, and post-meeting cleanup).
  • Managing the ED’s calendar, prioritizing time-sensitive tasks and other key responsibilities.
  • Collecting data and information from managers and the Data Management Coordinator, and preparing reports on behalf of the ED for Board approval and submission to funders.

Provides Executive support to the Board of Directors and its Committees:

  • Provides administrative support, including handling correspondence, managing phone calls, organizing files, and managing schedules.
  • Facilitates Board and committee meetings by preparing and distributing agendas and meeting materials, arranging logistics for the meeting rooms, coordinating refreshments and cleanup, recording and distributing minutes, tracking agenda items for future meetings, and ensuring timely dispatch of evaluation tools as per schedules.
  • Acts as a liaison between the Executive Director (ED) and/or the Board and government offices at various levels, as well as partner agencies, upon request.
  • Coordinates the Annual General Meeting (AGM) within the allocated budget, handling tasks such as advertising, organizing refreshments, preparing materials for distribution, managing set-up and logistics, arranging entertainment, handling gifts and awards, and maintaining records.

Coordinates meetings of the Senior Leadership and Management Teams:

  • Requests and compiles agenda items, ensures their inclusion as necessary.
  • Records, transcribes, and circulates meeting minutes, aids in preparing documents for assigned initiatives.

As a condition of employment, the successful candidate is required to provide proof of full vaccination against COVID-19.

Position Requirements


  • Completion of post-secondary education in office administration or a related field, or a comparable blend of experience and education.
  • Additional training in computer software applications and pertinent administrative abilities.

Professional Experience

  • Five years of senior administrative experience with increasing levels of responsibility, ideally within a non-profit or community-based organization.
  • Experience in providing senior administrative support services, such as drafting correspondence, managing information systems (filing, records), procuring office supplies and equipment, coordinating meetings and events, and offering executive support including recording, transcribing, and maintaining Board minutes.
  • Experience collaborating effectively in diverse, multicultural, and multidisciplinary teams.

Key Competencies

  • Excellent communication and interpersonal skills.
  • Strong organizational and time management abilities.
  • Proven aptitude for multitasking, prioritization, adaptability, and meeting deadlines.
  • Ability to work independently and with minimal supervision is crucial.
  • Familiarity with and competence in general office procedures and practices.
  • Capability to handle sensitive matters with tact, discretion, and confidentiality.
  • Proficiency in Microsoft Office Suite and other relevant software. 

Linguistic Profile

  • This position falls within Carlington CHC’s designation under the French Language Services Act of Ontario.
  • Fluency in English is required.
  • Fluency in French is required at Level (Advanced) for oral expression/comprehension and Level (Advanced) for written expression.
  • A third language relevant to our client population is an asset.

Personal Suitability

  • Sensitivity to the needs of marginalized and diverse clientele.
  • Commitment to health promotion concepts, strategies, and philosophy.
  • Commitment to community-based health care and social services, and strength-based philosophy and practices.


  • Availability to work one regular evening per week and additional evenings and occasional weekends, if required by Board or Executive Director.
Salary Range $27.19/hour - $31.98/hour  
Reports to Executive Director  
Position Executive Assistant  
Post Internal Days 0  
Created By Brittany Bourdon  
Number of Openings 1  
Exempt/Non-Exempt Non-Exempt  
Req Number SEN-24-00002  
Location Carlington CHC  
About the Organization Carlington Community Health Centre is a non-profit organization that puts today's most pressing health care challenges at the heart of their service delivery. We turn to the best professionals and employees to help improve the health and well-being of our community. We build trusting relationships with our clients and deliver quality services through a wide range of health and social services to parents and children, youth and teens, adults, and seniors.

We look to help community members resolve problems and advance concerns in the community by providing organizational support and advocacy assistance to local groups and associations.

Our mission is to improve, support and promote the health and well-being of the people and diverse communities we serve!
EOE Statement We are an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status or any other characteristic protected by law.

CCHC is committed to equity, diversity and inclusion. We welcome and encourage applications from the BIPOC, LGBTQ+ communities and persons with disabilities.  
French Job Description None Specified 

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