Executive Assistant

Overview

Job Summary:

The Executive Assistant is responsible for a wide variety of administrative duties in support of the Chief Executive Officer (CEO), Board of Directors and other senior management members. Duties include but are not limited to, arranging travel plans, meeting minute-taking and distribution, scheduling appointments and drafting both internal and external correspondence. The Executive Assistant is also required to maintain confidentiality and professionally interact with employees, management, and the public. Other duties shall be assigned as necessary.

 Qualifications:

The minimum qualifications of the Executive Assistant position are as follows:

Educational Requirements

1. Post-Secondary Diploma/degree in Business or Public Administration, or relevant discipline, is required.

Knowledge and Skill Requirements

1. 5-7 years’ experience in a not-for-profit administrative role, preferred.
2. Strong knowledge of office procedures and practices.

• Keen attention to details.

1. Excellent verbal and written communication skills
2. Ability to multi-task and prioritize tasks.
3. Proficient with Microsoft Office Suite (Outlook, Word, Excel, Power Point).

• Resourceful and flexible.
• Excellent minute taking skills.

1. Proven organizational and time management skills.

Competencies and Judgment

Demonstrated competence and good judgment to:

1. Accommodate competing demands.
2. Maintain confidentiality.

 

Duties and Responsibilities:

The Executive Assistant has the following major responsibilities:

Resource to the Chief Executive Officer

1. Maintain appointments, meeting and work schedules and calendars for the Chief Executive Officer.
2. Coordinate logistics of executive team programs including meetings, seminars, workshops, special projects, and events.

• Review all documents, reports, and correspondence prepared for executive signatures for format, content, grammar, spelling and make edits as necessary.

Resource to the Board of Directors

1. Prepare and distribute board meeting information at the direction of the Chief Executive Officer.
2. Complete for approval of the CEO forms and / or reports required by the federal and provincial governments regarding notification of changes to the membership of the Board of Directors.
3. Prepare and distribute general correspondence and act as the recording secretary for the monthly meetings of the Board of Directors.

Administrative Support

1. Provide telephone reception support by answering and referring inquiries as required.
2. Produce and maintain information by transcribing. Formatting, inputting, editing, retrieving, copying, and transmitting text, data and graphics.

• Prepare reports by collecting, formatting, and editing documents.

1. Prepare travel schedules, book travel arrangements, and make reservations for senior management and executive staff.
2. Update governing documents, policies and procedures, and other organizational documents as required.
3. Prepare and distribute information for the Annual General Meeting.

• Maintain the administrative files of the CEO and Board of Directors.

Risk Management

1. Inform the CEO of situations that could potentially create risk for the organization.

Professional Development and Responsibilities

1. Complete and participate in a job performance self-evaluation on an annual basis, or more frequently if requested by the CEO.
2. Attend professional development opportunities recommended by the CEO that are designed to enhance knowledge and/or performance.

• Assume personal responsibility for supporting a diverse and inclusive team approach, respecting the differences of others at all times representative of an equitable and inclusive workforce.

1. Behaving in a professional manner at work exhibiting values based on the Mission, Vision and Values of Parents for Community Living and the Ontario Developmental Services Core Competencies.
2. To actively participate in Anti-Racism, diversity, equity and inclusion activities, goals and objectives of the organization.

Authority

The CEO delegates authority to the Executive Assistant to:

1. Implement specified administrative functions as defined.

Major Contacts

The Executive Assistant will maintain regular contact with the following:

1. Chief Executive Officer
2. Senior Leadership Team

• Members of the Board of Directors

Working Conditions

The working conditions for the Executive Assistant are as follows:

1. Work is generally performed in an office setting. There may be circumstances when work from home is required and/or requested. This will be determined on a case-by-case basis depending on the situation.
2. Work is performed during regular hours, with monthly evening meetings.

• Some driving assignments may be required.

Employment Conditions:

Specific employment conditions of the Executive Assistant position include the following:

1. Valid Ontario Driver’s License.
2. Criminal Reference Check

Interested candidates please apply to: marg.mackinnon@grandriverpersonnel.ca

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