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EXECUTIVE ASSISTANT - Full Time / À Temps Plein

Organization Overview:

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Kingston & Frontenac Housing Corporation

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Industry Sector: Other / Autre

Organization Description:

 

KFHC was established as a local housing corporation as a result of the Province of Ontario’s passing of the Social Housing Reform Act, 2000. KFHC was transferred to the City of Kingston in January, 2001 as part of the overall transfer of all former Federal / Provincial housing providers.  The City of Kingston is the sole shareholder of KFHC. 

The corporation which derived from the Kingston & Frontenac Housing Corporation was first created in 1959 and officially named the Kingston & Frontenac Housing Authority (FHCA) in 1987. The Housing Authority was a provincially appointed body, run by a volunteer board of directors, who oversaw the management of the housing units in Kingston and area which were then owned by a Crown Corporation known was the Ontario Housing Corporation.  Policy and direction was generally set by the Ontario Housing Corporation and implemented locally.

 KFHC manages 947 rent-geared-to-income housing units, consisting of 560 family household units and 387 adult units. Currently, an addition 503 units are administered through the Rent Supplement Program and 79 senior and 6 adult units under the Affordable Housing Program, 13 Market units and new construction for an additional 29 Units on Brock Street. The housing portfolio includes semi-detached, row housing and apartments ranging in size from bachelor to five bedroom units.

 

 

 

Job Listing #16729

EXECUTIVE ASSISTANT • Full Time / À Temps Plein

Date Posted: 22 Sep 2022

Application Deadline: 30 Sep 2022

Location: Kingston and Surrounding Area

Category: Clerical/Administrative / Administration/Travail de bureau

Hours Per Week: 35

Pay Rate: Salary / Salaire OVER 55,001

Language Requirements: English / Anglais

Job Description:

KFHC is seeking a full time permanent Executive Assistant reporting to the Chief Executive Officer. The Executive Assistant provides administrative support to the CEO, the KHFC Board of Directors, sub-committees, and senior managers. The Executive Assistant is responsible for a variety of administrative tasks to support the corporation which includes assisting in human resource functions and maintaining corporate records. The Executive Assistant acts as Complaint Department Coordinator, overseeing the tenant complaint line and reporting outstanding issues to Management.

The Executive Assistant is responsible for maintaining a high level of confidentiality, is well-organized with great time management skills and the ability to effectively problem-solve with minimal supervision.

The Executive Assistant will work Monday to Friday for a 35-hour work week with a starting salary of $59,640.

RESPONSIBILITIES

? Provides confidential administrative support to activities of the KFHC Board of Directors and drafts agendas and reports in collaboration with the CEO and senior administrative staff for Board meetings and Annual General Meeting of the Shareholders.

? Acts as Secretary to the Board and sub-committee to take minutes of public and closed meetings as directed; maintains formal, complete record of all minutes, reports, and agendas; ensures that all resolutions passed are signed and copied to appropriate files.

? Records and sends out agendas for Senior Management, Joint Occupational Health & Safety, Joint Union Management, and other meetings designated by the CEO. Maintains permanent, signed copies of minutes of each meeting.

? Manages corporate records in all forms through the life cycle of creation, use, storage, and disposition.

? Co-ordinates the human resources files for employees, including offer letter, job descriptions, training, performance reviews and other documents required.

? Maintains an orientation file for new Board members and new staff, including confidentiality, WHMIS, HR policies, business cards, access keys and codes, Collective Agreement and other documents as required.

? Prepares the Annual Report for the Corporation and Shareholder

? Performs other related duties as assigned

Qualifications:

Post-secondary education in a related discipline and professional qualifications, preferably a designation under Business Administration and/or MAP (Municipal Administration Program / AMCT)

 Minimum (5) five years’ experience at an executive level, providing assistance to senior level officials in public service or private sector, under the jurisdiction of a Board of Directors or similar body.

 Detailed knowledge of maintaining corporate records including, but not limited to Roberts Rules of Order, Municipal Act, Corporations Act, Municipal Freedom of Information and Protection of Privacy and KFHC policies & procedures

 Excellent keyboarding and minuting skills; including Microsoft Office – Outlook, Word, Excel, and Publishing.

 Ability to exercise sound, independent judgment and communicate effectively in dealing with staff, government officials, tenants, board members, Union executives, other housing providers, and members of the public.

 Excellent organizational and administrative skills, and ability to prioritize and multi-task on a regular basis

 Excellent written and oral communication skills

Tentative Start Date: October 24, 2022

To apply submit a cover letter detailing how your skills, experiences and qualifications meet those of the position along with a resume to Janice Dobler, Executive Assistant at jdobler@kfhc.ca by 4:00 p.m. on September 30, 2022.

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