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Job Details

Executive Assistant

Job ID: 16,474

Date Posted:
Jan 4, 2019
Job Title:
Executive Assistant
Job Category:
Health, Education & Social Services
Newmarket/East Gwillimbury, ON

Job Description:

Reporting to the Business Director, the Executive Assistant will be responsible for coordinating numerous tasks and carrying out operational duties to facilitate the effective management of programs at Blue Door according to organizational standards. Providing support for Blue Door's brand, IT, communications, and administrative functions, the Executive Assistant must be resourceful, optimistic, creative, skilled in relationship management, comfortable working with a diverse team and possess strong organizational skills. This is a non-unionized position.


  • Supports the delivery of service programs for Blue Door Shelters
  • Help individuals and/or families seek and secure permanent housing.
  • Short term counselling and /or connection to long- term resources for counselling.
  • Research housing options.
  • Build connections to community resources.
  • Skills development and management to promote independent living.
  • Record keeping. Research on effectiveness of program. Track trends. Prepare reports on projects.
  • Participation at York Region Alliance on Homelessness and Social Isolation and/or other community activities.
  • Able and willing to promote harm reduction practices.
  • Landlord relationship building.
  • Other duties as assigned

Occupational Health & Safety: All employees are responsible for carrying out work in a way that does not adversely affect their own health and safety and that of others.  All employees shall learn and understand health and safety policies and procedures and will comply with them. 

Administrative Support

  • Provide administrative support to the Executive Director and Senior Management team as required.
  • Develop and prepare Board materials and communications.
  • Collect and file board meetings minutes and appropriate distribution.
  • Schedule and coordinate meetings as needed.
  • Procurement and orders for office supplies and other items as necessary; taking requests and tracking inventory.
  • New hire set up and creation of credentials in HIFIS, etc.
  • Act as backup for Office Manager in her absence.
  • Support to set up quality management system for BDS
  • Record and announce staff celebrations through email.
  • Maintain staff vacation calendar.
  • Manage Board of Directors drive.
  • Undertake research, data collection, statistical analysis and distribution of appropriate information to Senior Management team and Board of Directors as required.Branding and Public Relations
  • Create social media content, update and manage social media pages for Blue Door.
  • Support growth and development of Blue Door’s online presence.
  • Update and maintain Blue Door Shelters website.
  • Help build positive relations with community, funders, and external parties.
  • Run United Way internal campaign.
  • Join the United Way speaker’s bureau. Represent Blue Door at speaking engagements, organizing the speaker’s group.
  • Attend community events (school functions, donation pickup and education piece).
  • Oversee third party fundraisers i.e. Aurora Winter Blues Festival, Home Depot Orange Door campaign.
  • Maintain distribution lists for public relations materials.
  • Oversee development, creation and distribution of annual report and newsletters.
  • Maintain media contact lists. IT and Communications
  • Ensure technology is maintained for all operations (telephone conferencing, presentation projection, shared drive permissions).
  • Manage IT for all programs, acting as liaison between Blue Door and external provider.
  • Receive, deliver, sort and distribute agency mail.
  • Monitor, distribute and respond to agency’s info emails as received.
  • Manage phone contracts with provider; including evaluating and processing requests.
  • Respond to social media messaging/ comments.
  • Uphold Agency Policies
  • Able and willing to promote harm reduction practices.

Occupational Health & Safety

  • All employees are responsible for carrying out work in a way that does not   adversely affect their own health and safety and that of others.  All employees shall learn and understand health and safety policies and procedures and will comply with them.In keeping with our ongoing efforts to promote equity and reflect the diversity of York Region, we encourage applications from Aboriginal peoples, persons with disabilities, LGBT, members of visible minorities and women.
  • Other duties as assigned


Blue Door Shelters


  • Post secondary education in business or related field.
  • 3 years experience in a related field.
  • Advanced knowledge of Microsoft office skills including powerpoint, access, word, outlook and excel. Experience with additional databases would be an asset.
  • Tech savvy, proficient in social media use (Facebook, Instagram, Twitter).
  • Superior written communication skills.
  • Strong design, research and report writing skills.
  • Able to work independently but also as part of a team.
  • Proven superior customer service skills.
  • Excellent oral communication , time management and organizational skills.
  • Sound judgment, tact and ability to maintain confidentiality.
  • Understanding of issues relating to homelessness.
  • Ability to deal with extremely confidential and sensitive information.
  • Valid Vulnerable Sector Screening Report from York Regional Police.

How To Apply:

In accordance with the Ontario Human Rights Code, Accessibility for Ontarians with Disabilities Act, 2005, and Blue Door Shelters AODA Policy, accommodation will be provided in all parts of the hiring process. Applicants need to make their needs known in advance.

All applications will be reviewed as received, and interviews will begin for qualified candidates as soon as possible.  The position may be filled before this job posting ends. Only candidates selected for an interview will be contacted. Please submit a cover letter and resume to:

Human Resources 
Blue Door Shelters 
Fax: (905) 898-6414 
Email: hr@bluedoorshelters.ca


Advertised Until:

Feb 28, 2019


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