Title: Executive Assistant
Start Date: As Soon as Possible
Reports to: Executive Director
Vacancy Status Disclosure:
This position is for which a vacancy exists.
AI Disclosure:
We do not use artificial intelligence (AI) to screen, assess, or select applications.
Barrie Family Hospice of Elgin is more than a place—it’s a feeling. It’s where compassionate care meets comfort, where families find connection, and where every moment matters. We believe that end-of-life care isn’t just about health care—it’s about how we make people feel. It’s about creating an experience that honours the whole person: their story, their spirit, and the people they love.
Rooted in the heart of Elgin County and nestled among the trees, overlooking Waterworks Park, our cottage-like design features 10 beautiful private suites, cozy family spaces, and a peaceful, natural setting that invites quiet reflection, connection, and comfort. We’ll provide expert wrap-around care—managing pain and symptoms while supporting emotional, spiritual, and practical needs.
This isn’t just a job—it’s a calling. A chance to be part of something meaningful, to walk alongside people during life’s most sacred moments, and to help families simply be families again. Whether it’s a shared laugh around the harvest table, a sunset by the fire pit, or a favourite song played one last time, we are here to create space for love, comfort, and compassion. Our noble purpose guides everything we do: We support exceptional care at end of life.
If you believe in the power of presence, compassion, and human connection, we invite you to join us!
www.elginhospice.com
Position Summary:
The Executive Assistant supports the Executive Director and the Manager of Hospice Care.
Key accountabilities of this position include:
Administrative Functions
- Supporting the Manager of Hospice Care to ensure appropriate scheduling is maintained to ensure staffing is in place to allow for shift coverage for vacation, sick calls, etc. for all areas under the responsibility of the Manager of Hospice Care.
- Planning and coordinating of Board and Board Committee Meetings; including agendas, preparing and distributing meeting materials and packages, meeting calendars, and minutes.
- Maintaining an up-to-date knowledge of the governance processes and protocols of Barrie Family Hospice of Elgin.
- Attending meetings, as required, to record and produce minutes.
- Providing administrative support to both the Executive Director and the Manager of Hospice Care, including liaison with technical support providers, preparing and reviewing internal and external correspondence, and managing the calendar of appointments.
- Supporting the Executive Director’s participation in and/or delivery of meetings, presentations and other projects through the preparation of relevant documents, reports, summaries, research and analysis.
- Data base entry and maintenance of all statistics.
- Liaise with internal and external stakeholders
- Assist with other special projects/duties as assigned.
Community Room Scheduling & Support
- Responding, scheduling, confirming and communicating to internal and external meeting requests
- Ensuring refreshments and/or catering requirements are identified, communicated and provided, according to Hospice protocol
- Providing support and/or assistance for groups utilizing meeting space, including technology support
Qualifications:
- Degree or diploma in Office Administration or a related discipline
- Three to five years of experience as an Executive Assistant or in a related role
- Advanced level Microsoft Office skills (Excel, Outlook, PowerPoint, Word)
- Excellent problem solving and judgement ability
- Ability to effectively communicate both verbally and in writing
- Experience managing schedules and supporting multiple people.
- Experience working with volunteers.
- Proven ability to organize activities and effectively communicate with confidence and professionalism.
- Demonstrated time management skills, and ability to work in a busy environment with multiple priorities.
- Physically able to move furniture and lift up to 40 lbs.
- Ability to work well with a team and take direction.
- Ability to prioritize and manage conflicting demands
- Ability to work independently as well as part of a team
- Exhibits a high level of emotional intelligence and maturity
- Experience in customer service, with an ability to meet and exceed client and visitor expectations.
- Embody a warm, caring, calm and genuine approach when interacting with others.
Compensation
$40,000 - $45,000 annually
Equal Opportunity Employer Statement
Barrie Family Hospice of Elgin is an equal opportunity employer. We are committed to fostering an inclusive and accessible environment where all individuals are treated with respect and dignity. We welcome and encourage applications from people of all backgrounds, including but not limited to women, Indigenous peoples, persons with disabilities, members of visible minorities, and those of diverse sexual orientations and gender identities.
Application Acknowledgment
We thank all applicants for their interest in joining our team. Only those selected for an interview will be contacted.
Job Type: Full-time
Pay: $40,000.00-$45,000.00 per year
Work Location: In person
