Senior Executive Assistant, Full-time
3 weeks ago
Executive Assistant
George Hull Centre Foundation
Permanent Full-Time
Hybrid (4 days office, 1 day home)
REPORTS TO: Chief Development Officer
CAAT DB Plus pension
ability to work flexible hours on occasion
START DATE: Effective immediately
The George Hull Centre for Children and Families is at an exciting juncture in its history as it embarks on a new future-forward and aspirational strategic plan to change the trajectory of children’s mental health. Success of this vision requires an experienced, energetic and professional Foundation team to meet ambitious fundraising goals. To help achieve this, we are seeking a highly organized and motivated individual with exceptional attention to detail to fill the new and exciting role of Executive Assistant to the Chief Development Officer.
The George Hull Centre for Children and Families is a leading children’s mental health centre in Toronto, assisting thousands of children, youth and their families each year using evidence-based treatments and programs. Highly regarded for our commitment to clinical excellence, our expertise in family therapy and childhood trauma, and our focus on a child’s strengths, we help families find hope and healing through a full continuum of mental health services. The George Hull Centre Foundation raises critical funds to support the Centre’s mental health, prevention and early intervention services, Institute for Childhood Trauma and Attachment, on-going research and evaluation, and staff training to ensure children and families receive the most effective and appropriate care while also maintaining the George Hull Centre’s leadership position in children’s mental health. The Executive Assistant to the Chief Development Officer is a new position, reflecting the Foundation’s growth in revenues over the past five years and ambitious plans for the future. This dynamic role will be the lynch pin for a smoothly operating, productive, efficient, and professional office. The Executive Assistant will be responsible for a significant variety of multi-faceted assignments of a senior administrative and coordinative nature, in addition to managing a core piece of the Foundation, its donor database. This role serves as the eyes and ears for the CDO, providing oversight to the Foundation’s numerous projects, tasks, and timelines, and flowing critical business information to the CDO. All information that passes through the CDO’s office will be managed professionally and confidentially.
An independent worker who takes initiative, uses sound judgement, enjoys a lively and collaborative workplace, the Executive Assistant will join a growing team, dedicated to raising significant funds to support the Centre’s life-changing services for children and families. As a new position, the opportunity exists to shape and develop new systems and processes to ensure maximum effectiveness and efficiency in the Foundation office.
Administrative support to the Chief Development Officer and all aspects of their daily routine, including dealing with key stakeholders and highly confidential information, email and general correspondence management, calendar management including scheduling appointments/meetings/interviews, developing reports and presentations.
Management of the Foundation’s Donor Management System including data management and donation processing, donor and financial reporting, grant tracking and proposal preparation, and tax receipting.
Proof-read, edit and format department documents (e.g. funding proposals, grant submissions and evaluation reports, project management documents).
Assisting with the creation and maintenance of systems and protocols for Foundation.
Assisting in the development and monitoring of various budgets, including Departmental budgets, project budgets and grant budgets.
General clerical and administrative functions including preparing mailings and mail merges, transcribing, photocopying, shipping packages, ordering of supplies, etc.
Degree or diploma in Administrative Studies or related field, which would ideally include coursework in data and financial management.
Three (3) to five (5) yearsof job-related experience in a senior administrative role supporting senior-level management. Knowledge of formal and informal protocols and methods of supporting senior management positions.
Solid experience with CRM and/or DMS systems, ideally with Donor Perfect.
Advanced computer skills and deep experience employing a variety of software applications, including Microsoft 365 (including Word, Excel, Power Point), Teams, Zoom, and ideally Canva.
Demonstrated minute-taking abilities with previous Board and executive-level management support experience.
Knowledge of project management process.
Self-directed worker with strong organizational and time management skills and proven ability to organize, plan, prioritize multiple projects, meet deadlines and reprioritize as needed. Understanding of and commitment to quality service and best practice.
Committed to diversity, equity and inclusion practices and allyship.
The George Hull Centre Foundation values equity, diversity and inclusion within the workplace.
Applicants from equity-seeking groups who identify with racialized communities in Toronto as well as other diverse backgrounds are encouraged to apply for this opportunity. If you require accommodations during any stage of the recruitment process, please advise us when submitting your application and we will make every effort to accommodate your needs under the Human Rights Code and the Accessibility for Ontarians with Disabilities Act (AODA).
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