Executive Assistant

EXECUTIVE ASSISTANT 

The Executive Assistant will be responsible for providing professional, confidential, executive-level administrative support and project management for our Executive Director.

Administrative Responsibilities:

• Calendar management of the Executive Director; ensuring smooth, logical flow of work and events; setting up appointments and meetings; preparing agendas and attending meetings as required
• Send out meeting notifications, take minutes and distribute these to the required departments as needed
• Assist with coordination of workshops and conferences involving advertising, registration, payment processing, room bookings, and communication with travel accommodations as needed
• Prepare and distribute agency-wide surveys
• Create PowerPoint presentations, advertising information, brochures and newsletters
• Research and analyze information; create reports; maintain data and spreadsheets
• Reconcile credit card payments
• Prepare travel arrangements for the Executive Director and ensure all business-related trips are taken care
• Update and maintain agency-wide organizational charts
• Assist with meetings, including room preparation, ordering meals, refreshments and clean-up
• Assist Human Resources staff as needed, including filing, sending out memos and emails, etc.
• Type, update/format and distribute various manuals related to all internal operations
• Maintain inventory of office supplies and order stock as needed
• Attend team meetings as needed
• Complies with organizational policies and procedures

Operational Responsibilities

• Board Support – act as liaison for the board of directors, organize meetings, distribute materials and assist in governance-related tasks
• Project Management – track ongoing projects, set deadlines, ensure milestones are met
• Event Planning – help plan fundraising events, conferences or community outreach initiatives

Strategic Assistance Responsibilities

• Data Collection and Analysis- Gather data for impact reports, grant applications, or strategic plans
• Stakeholder Coordination- Facilitate communication with donors, partners, and key stakeholders
• Grant Tracking- Monitor grant deadlines and coordinate submissions with the fundraising team

Requirements

• University Degree in business administration with a minimum of 2 years’ experience in executive administration in a non-profit sector
• College Diploma in business administration and 5 years’ experience as an executive administrative coordinator and/or assistant in the non-profit sector
• College Diploma in a related field (Human resources, communications, finance) with 10 years’ experience as an executive administration assistant in the non-profit sector
• A valid G driver’s license with a reliable vehicle and with proof of $1 million liability
• Availability to work some evenings
• Ability to work independently and as part of a team
• Demonstrated excellent interpersonal skills
• Demonstrated good oral and written skills
• A well-defined sense of diplomacy, including solid negotiation, conflict resolution, and people management skills
• Computer literacy, including practical working skills in MS Word, Excel and e-mail required
• Good organizational skills, time management and prioritizing skills
• Strong morals and ethics, along with a commitment to staff and client privacy
• Demonstrated commitment to ongoing professional education
• Ability to monitor financial accountabilities
• Physically able to perform all assigned tasks
• Bilingual in both French and English is an asset
• Some travel required