About Us!
Knollcrest Lodge is a rewarding, supportive, and collaborative Long-Term Care Home that prides itself on its quality of resident care for over 50 years. Rich in heritage, Knollcrest Lodge is well supported by its residents, families, friends, staff, and the local community who take great pride in calling Knollcrest their Home. We are a Long-Term Care Home that boasts a high standard of care and customer service excellence where everyone can feel at Home. Our dedicated team is committed to preserving the dignity and respect of all with a genuine sense of compassion and well-being.
Your Opportunity:
We are seeking a highly organized, proactive, and professional Executive Assistant to provide administrative, governance, project, and operational support to the Administrator and Board of Directors of our Long-Term Care Home. This role is ideal for an experienced administrative professional who thrives in a dynamic environment, demonstrates exceptional discretion, and enjoys coordinating multiple priorities while supporting organizational excellence. The Executive Assistant plays a key role in supporting governance activities, maintaining regulatory compliance, coordinating projects and events, and ensuring the efficient operation of administrative functions.
Key Responsibilities:
Administrator & Board Support
- Prepare for and attend Board of Directors and committee meetings, including developing agendas, compiling meeting packages, recording and distributing minutes, and tracking follow-up actions
- Maintain corporate records, governance documentation, and regulatory filings to ensure ongoing compliance
- Support the Administrator with calendar management, meeting coordination, and prioritization of urgent matters
- Draft, edit, and manage confidential correspondence, reports, presentations, and executive communications
- Maintain a high degree of confidentiality and professionalism when handling sensitive organizational information
Administrative & IT Support
- Serve as the administrative liaison for IT services and assist with basic system administration and technology coordination.
- Maintain electronic and physical filing systems to ensure accurate record keeping and easy retrieval of information.
- Coordinate office supplies, equipment maintenance, and administrative resources
- Provide administrative support for leadership meetings, including scheduling, preparation of materials, and follow-up activities
- Act as main point of contact for Milverton Place tenants
- Review, edit, and format communications, reports, and presentation materials for internal and external stakeholders
Project & Event Coordination
- Coordinate employee recognition initiatives, including service awards, staff appreciation events, and special celebrations
- Organize logistics for senior leadership meetings, retreats, training sessions, and external events, including venue bookings, catering, and materials
- Support continuous improvement initiatives and administrative process enhancements
- Other duties as assigned
Job Requirements:
- Completion of a post-secondary diploma or certificate in Office Administration, Business Administration, Executive Administration, or a related field; equivalent experience will be considered
- Minimum 5 years of progressive experience in an Executive Assistant, Senior Administrative Assistant, or similar role supporting senior leadership
- Demonstrated experience supporting Boards of Directors, committees, or governance processes
- Strong project coordination and organizational skills with the ability to manage competing priorities
- Experience with meeting management, minute-taking, and preparation of professional reports and presentations
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and virtual meeting platforms
- Experience in healthcare, long-term care, seniors’ services, or a not-for-profit environment is preferred
- Strong written and verbal communication abilities
- High level of discretion and confidentiality
- Detail-oriented with excellent proofreading and editing skills
- Ability to work independently and exercise sound judgment
- Strong interpersonal skills with the ability to build relationships at all levels
- Proactive, resourceful, and solution-focused approach
This position is posted to fill an upcoming vacancy.
Knollcrest Lodge is an equal opportunity employer and welcomes applications from all interested parties. We are pleased to accommodate individual needs of job applicants throughout the recruitment and selection process in accordance with the Ontario Human Rights’ Code and the Accessibility of Ontarians with Disabilities Act, 2005 (AODA). If you require accommodation at any time throughout the process, please speak with the Hiring Manager.
Pay: $28.00-$33.00 per hour
Work Location: In person
