Executive Assistant (London & Middlesex Community Housing)


POSITION: Executive Assistant
LOCATION: LMCH Main office, 1299 Oxford St. E.
HOURS OF WORK: 8:30 a.m.– 4:30 p.m. Monday to Friday
COMPETITION #: LMCH :2019-36
CLOSING DATE: September 9, 2019

This is a Temporary Non- Bargaining Position

Who We Are: At London & Middlesex Community Housing, we believe that housing is the foundation of a better tomorrow. LMCH provides 3,282 housing units across 32 properties for more than 5,000 people. Those who call LMCH home are a diverse cross- section of low-income individuals including families, seniors, adults, and new Canadians.

LMCH Mission: We provide and maintain homes in a safe and supportive environment to meet the needs of the people we serve in our communities.

LMCH Vision: We envision healthy homes and communities in London and Middlesex. Leading by example. LMCH will help make a difference and positively impact lives using housing as the foundation.

LMCH Values:

WE CARE

Collaboration | Commitment

Accountable | Accessible

Respect | Responsive

Equity | Excellence

POSITION SUMMARY:

Reporting to the Chief Executive Officer, the Executive Assistant is responsible for providing support, assistance and coordination of activities for the CEO and members of the Board of Directors, and performing various administrative assistance to all department teams.

  • Lead responsibility to support the CEO in maintaining and managing calendars, telephone calls and tenant / general public questions and concerns as directed.
  • Receive all incoming correspondence to the CEO and/or general corporate queries, ensuring that responses are prepared within established timelines and follow-up action taken as necessary.
  • Receive, provide initial response, and/or redirect telephone calls for the CEO. Determine urgency of issues and contact CEO or other manager(s) as required.
  • Mediate and attempt to resolve complaints on behalf of the CEO.
  • Participate in labour relations activities, including maintenance of information, correspondence and collective bargaining.
  • Liaise with departmental, corporate and city officials and other organizations on behalf of LMCH.
  • Conduct research, compile data and prepare documents and reports for the CEO and Board of Directors.
  • Prepare agendas and make arrangements for committee, Board and other meetings.
  • Attend meetings as required, to record and produce minutes; secure all records.
  • Coordinate logistics of meetings, special events and annual general meeting.
  • Maintain and update various databases, forms, files and logs.
  • Maintain and make available the Business Continuity Plan and Data Book; conduct audits and requests for additional supplies of building and vehicle emergency kits; organize annual manager training event.
  • Act as liaison with the Landlord or other parties regarding office facilities and maintenance issues.
  • Assist in the coordination of, and provide support with, research and development of AODA documents and information, to ensure compliance with legislative requirements and deadlines.
  • Accept and liaise with LMHC staff regarding the Customer Service Feedback process.
  • Assist the Privacy Officer regarding requests for information, including receiving, documenting, tracking and retrieving personal information; investigate complaints.
  • Assist the HR Manager in various tasks and special projects.
  • Prepare and distribute the monthly board package to the Board of Directors, and coordinate activities and tasks for members.

Other related duties:

  • Maintain the corporate resource library of publications.
  • Control a petty cash fund for general expenditures.
  • Attend meetings on behalf of the CEO as required.
  • Ensure incident reports related to risk management are completed and submitted to the City of London’s Risk Management department; file and add addendums.
  • Perform other related activities, as necessary or assigned.

QUALIFICATIONS AND SKILLS REQUIRED:

  • Post-secondary degree in a relevant discipline, or diploma with 3-5 years relevant experience
  • Computer literate, including excellent working skills in MS Word, Excel, PowerPoint and Outlook.
  • Strong work ethic and positive team attitude.
  • Advanced communication skills, both verbally and in writing.
  • Able to deal with people sensitively, tactfully, diplomatically and professionally at all times.
  • Demonstrated experience analyzing and resolving customer/client issues.
  • Able to build and maintain lasting relationships with other departments, key business partners and government agencies.
  • Effective attention to detail and a high degree of accuracy.
  • Must be able to prioritize tasks and possess good organizational skills to meet time-sensitive deadlines.
  • Excellent problem solving, judgement, note-taking and research abilities.
  • Confidentiality/discretion.
  • Must possess a valid driver’s license and have access to a vehicle. Travel will be required within the City of London and/or County of Middlesex.
  • Training in non-violent crisis intervention, de-escalation, or similar considered an asset.
  • Bilingual/Multilingualism considered an asset

POLICE RECORDS CHECK and VULNERABLE POSITION SCREENING:

As a condition of employment, the successful candidate must submit a Police Records Check and Vulnerable Position Screening from their local police service for approval by LMCH. A current LMCH employee who is the successful candidate for this position must also provide this document unless it is already on file and not more than two years old.

WORKING CONDITIONS:

This position will require the incumbent to work in a seated position for most of the day with minimal lifting requirements (files and boxes of files), standing is necessary on an occasional basis. Driving may be required at times to visit property sites. There is minimal exposure to dust, dirt, odours and temperature. Interruptions regularly occur throughout the day by other LMHC employees, tenant and general public inquiries. Exposure to moderate noise, including office equipment and other employees exists. There may be occasional exposure to rudeness or profanity.

HOW TO APPLY:

Please customize your cover letter and resume to the qualifications listed on the job ad. You must demonstrate how you meet the requirements of this job.

Please send your cover letter and resume to the attention of:

Kevin Crowder, CHRL
Human Resources Manager
London & Middlesex Community Housing
1299 Oxford Street East, Unit 5C5
London, ON, N5Y 4W5

Email: employment@london-housing.ca

A cover letter and resume must be received by 4:30 p.m., September 9, 2019. Late applications will not be considered in the job competition.

Office hours are 8:30 a.m. – 4:30 p.m., Monday to Friday.

The London & Middlesex Community Housing (LMCH) is committed to equity in employment. Our goal is a diverse, inclusive, and barrier-free workplace that reflects the communities we serve.

We will provide reasonable accommodation to applicants with disabilities at all stages of the hiring process in accordance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act, 2005. Please advise if you require an accommodation during the selection process.