Executive Assistant
1 month ago
Professional, reliable and efficient, the Executive Assistant provides effective and confidential administrative support to the Executive Director and members of the leadership team to achieve key organizational initiatives. This position also supports the work of the Board of Directors and Committees, acting as a primary liaison who coordinates logistics, maintains records, and ensures timely follow-up.
Passionate about arts, culture, and heritage and the transformative potential of museums, our ideal candidate is a proactive learner and a team-player who contributes to a positive workplace culture.
This is a full-time, permanent role working 40 hours per week onsite at Museum London. Given the nature of the role, work on weekends and evenings is sometimes required.
Job Duties
● Provides executive-level administrative support to the Executive Director on key organizational initiatives as well as to other members of the leadership team as appropriate.
● Assists the Executive Director and team in the execution of fundraising initiatives and the preparation of funding proposals, correspondence, and grant applications and provides support to meet grant reporting requirements.
● Acts as a primary liaison with the Board of Directors and coordinates Board and Committee meetings and events, including scheduling, booking rooms, preparing agendas, reports and materials, presentations, and minutes.
● Attends Board and Committee meetings and assists with the set-up and conduct of the meetings according to bylaws and policy, and records minutes for review and approval as required.
● With direction from the Executive Director, coordinates, collects and compiles data for presentations, reports and various projects.
● Maintains central filing system for corporate records and undertakes corporate filing and ensures compliance with government requirements.
● Monitors and assists in prioritizing responses to emails and mail of the Executive Director as appropriate.
● Maintains discretion and confidentiality at all times.
● Handles and prepares all manner of correspondence, reports, and requests including those of a confidential nature and from all levels of staff, funders, the media, members of the public and others; maintain follow-up on outstanding matters. Gathers information and compiles data in response to requests.
● Provides professional service by phone, email and in-person. Engages in effective problem solving to respond to inquiries; directs complex issues to the appropriate management staff.
● Performs a variety of confidential administrative functions including maintaining records on personnel matters, preparing and distributing agendas and minutes for various meetings and preparing correspondence as required.
● Takes initiative to identify emerging issues requiring immediate attention and escalating to Executive Director or leadership team member as appropriate.
● Oversees Museum job postings, interviews, and onboarding new employees to ensure a smooth transition.
● Screens all signing documents, including correspondence, contracts, staff requisitions and forms, and those related to personnel to ensure accuracy, appropriateness and conformance with signing authorities, policies and procedures.
● Supports maintenance of financial accounts and prepares credit card reconciliations, travel, and registrations for the Executive Director and as appropriate.
● Manages the Executive Director’s itinerary, including scheduling appointments, meetings, public engagements and other arrangements; provides background information to assist with meeting preparation. Arranges for meeting spaces as required.
● Demonstrates commitment to anti-racism, anti-oppression, and human rights through practices and interactions with community partners, employees and individuals and supports programs and initiatives that reflect this commitment.
● Undertakes special projects and other duties as assigned.
Education and Experience
● Completion of two-year Community College Diploma in Office Administration or equivalent.
● Minimum five years of related office administration experience or an equivalent combination of education and related professional and lived community experience.
● Experience in and a passion for non-profit galleries or museums is an asset.
Skills and Abilities
● Technically proficient and an excellent communicator, experience preparing and drafting correspondence as well as editing and formatting letters, reports, minutes, correspondence, and similar.
● Excellent writing and editing skills.
● Strong organizational skills including planning, prioritizing, time management and the ability to multitask.
● Demonstrated ability to integrate information from a variety of sources into effective drafts including reports, letters, and other written materials and presentations.
● High level of trust and integrity, contributing to a positive work culture; ability to handle sensitive and confidential information with tact and discretion.
● Ability to provide high level of attention to detail.
● Proficient in word processing, spreadsheet, internet and database applications including Microsoft Office (Word, Excel, Power Point, Teams), Google Drive, and Zoom.
● High level of critical and logical thinking and the ability to think creatively.
● Energetic, self-motivated, results-oriented and a strong work ethic.
Compensation
Salary range $57,000 to $60,000 yearly plus comprehensive health and dental benefits and OMERS pension plan.
To Apply
Send a cover letter that explains your relevant experience and interest in this position and your CV by email to careers@museumlondon.ca . Please note that only those selected for an interview will be contacted.
Museum London is strongly committed to employment equity and diversity. We welcome all applications from racialized persons/persons of colour including Indigenous peoples, persons with disabilities, persons of all sexual orientations and gender identities, and others who may contribute to the further diversification of ideas. Accommodations for candidates are available on request for all aspects of the selection process.
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