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Job Code:018-135
Opportunity:Executive Assistant
Type:Permanent

    

ROLE:
Our client is looking for a highly competent and committed Executive Assistant who will provide senior level administrative support to the President and CEO. They must be able to anticipate and proactively address needs, manage relationships with various stakeholders and
find innovative solutions to complex problems. Working in a lean and busy organization, they are able to juggle priorities, act quickly and communicate efficiently.

RESPONSIBILITIES:
1. Provides administrative support to the President and CEO
      • Schedules appointments assembles information and prepares materials in advance of meetings
      • Prepares reports and presentations using established templates and guidelines
      • Typing, printing, faxing and filing of materials and documents as requested
      • Prepares monthly expenses, to be sent to the accounting department for processing
2. Provides and coordinates logistical support for the Board of Directors and Leadership Team
      • Liaises with and coordinates logistics of all board meetings, and leadership team meetings
      • Books and coordinates travel arrangements/accommodations for the President and CEO, the Board of Directors, and Leadership Team as required
      • Prepares and distributes agendas, meeting minutes, and necessary reports to the Board of Directors and Leadership Team; maintains and follows up on action items to ensure completion
      • Initiates and coordinates the gathering of reports from staff required by the Board of Directors
      • Provides ongoing support to the Board of Directors – to answer any questions, gather incoming information and act as point person for the President and CEO
      • Prepares orientation and board package materials for the Board of Directors
      • Coordinates logistics and assists in developing the process for strategic and operational planning for the Leadership Team in conjunction with the President and CEO

3. Provides office and administrative support to the organization
      • Provides reception services: greets and assists visitors, directs calls and responds to direct inquiries from various stakeholders and the general public
      • Manages corporate events including venue, catering, and room agreements
      • Maintains and replenishes office supplies and printed materials
      • Ensures filing systems are maintained and up-to-date
      • Prepares daily courier pick-ups and opens and distributes mail
4. Performs other duties as assigned.

QUALIFICATIONS:
      • Minimum 5 years previous experience in an Administrative/Executive Assistant role
      • Excellent communications skills and writing abilities, experience documenting minutes
      • Previous experience in a non-profit setting
      • Highly proficient in Microsoft Office Suite Programs– Word, Excel, PowerPoint and Outlook
      • Superior organizational and time management skills
      • High degree of detail orientation and high level of confidentiality
      • Proven ability to take initiative and work independently in a fast-paced environment
      • High level of professionalism and the ability to deal effectively with all levels in the organization
      • Strong relationship building and customer service skills
      • Ability to work under pressure
      • Fluent in French is an asset

We appreciate your interest - please note that only suitable candidates will be contacted



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