Executive Assistant

1 week ago

Toronto, Ontario, Canada Polycultural Immigrant and Community Services Full time

Position Title:
Executive Assistant (EA)**
Organization Structure:Reports to Executive Director*****
Scope


The Executive Assistant (EA) provides high-quality administrative and operational support to the Executive Director and leadership team to support operating efficiency.

Strong administrative, organizational and relationship-building skills are required.

The EA demonstrates strong business judgment with success, advanced prioritization and the ability to complete a high volume of complex tasks autonomously.

The EA is a detail-oriented, experienced planner, comfortable communicating effectively and efficiently while maintaining flexibility, with a sense of humor.

Most importantly, maintaining grace under pressure while working in a fast-paced, goal-focused work environment.

Responsibilities include but are not limited to:

  • Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; and verifying receipt of supplies.
  • Performs a wide range of executive administrative and executive supportrelated tasks to efficiently and effectively maintain workflow, communications, administration and operations of the Executive Director and leadership team.
  • Work with the ED or her/his delegate on internal and external communication tasks
  • Coordinate Social Media platform deliverables
  • Handle inquiries (Corporatewide matters) in a timely manner, responding to questions and concerns and extensive followup to ensure inquiries and matters are appropriately dealt with and addressed.
  • Assist with organizing, and executing Executive Team activities (Staff meetings, onlocation visits and Team social events)
  • Facilitate the daytoday office management activities, office and housekeeping matters and office equipment maintenance and troubleshooting;
  • Liaise with Executive Team to prepare agendas and correspondence for events, meetings and development activities, internally and externally
  • Manage official correspondences both written and verbal for different stakeholders
  • Responsible for handling travel arrangements (domestic and international), including hotel accommodations, airline reservations, rental cars, and offsite meeting venues
  • Arrange (including the selection of date, time, and location) internal and external meetings
  • Arrange special meeting facilities, prepare and distribute meeting materials
  • Provide office telephone coverage, take accurate messages, and handle urgent calls with appropriate judgment
  • Handle all incoming and outgoing mail
  • Ability to work as part of a team and under tight deadlines
  • Any other duties

Competencies:

_ Focus__:
_Models appropriate_ behaviours_ to staff consistent with Polycultural's Mission, Vision and Values._

_ Attention to Detail__:
Thoroughness in accomplishing a task through concern for all the areas involved, no matter how small. Monitors and checks work or information and plans and organize time and resources efficiently._

_ Continuous Learning__:

Demonstrates eagerness to acquire necessary technical knowledge, skills, and judgment to accomplish a result or to serve clients' needs effectively.

Has desire and drive to acquire knowledge and skills necessary to perform the job more effectively._

_ Self-Management__:

The ability to effectively and responsibly manage your actions, well-being, and time to achieve organizational goals, self-improvement, and personal growth.

To maintain an effective work/life balance in response to a stressful, challenging, and dynamic work environment._

_ Teamwork__:

The ability to work cooperatively with others in a participatory or leadership role to create teams that use the combined strengths of individual members to accomplish organizational goals.

_

_ Communication__:

Uses a variety of communication styles and strategies to foster open communications, the exchange of information, and discussion on an ongoing basis.

_

Qualifications & Experience
-
College/University diploma/degree in Business Administration/related field is preferred

  • At least 3 years experience working as an Executive Assistant
  • Excellent knowledge of Microsoft Office, including Word, Excel, Outlook and PowerPoint, (Share Point) and Social Media platforms
  • Knowledge of event, logistics planning and experience in booking and planning a successful event/meeting
  • Experience booking internal and external venues, establishing appropriate meeting locations for functions as well as experience in arranging and coordinating catering for special events and event function including obtaining required permits where necessary.
  • Superior time management skills; Ability to work very well under pressure
  • Excellent written and verbal communication skills, ability to communicate clearly and concisely
  • Ability to handle sensitive information with discretion
  • Possess outstandin

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