Executive Assistant

2 weeks ago

Woodstock Ontario, Oxford region, Canada Altis Recruitment Full time

Reporting to the CEO, the Executive Assistant supports the CEO and Board of Directors with a range of confidential and specialized tasks. This role is primarily in-office and requires some flexibility for evening meetings.

Key Responsibilities:

Support for the Board of Directors:

  • Prepare agendas, materials, and take minutes for Board and committee meetings.
  • Coordinate tasks for the organizations Annual Meeting.
  • Set up and tidy meeting spaces, including refreshments.
  • Maintain the Board portal and keep policies and bylaws updated.
  • Assist with Board recruitment and ensure timely communication of board-related matters.

Support for the CEO:

  • Provide confidential administrative support, including document management, scheduling, and communication.
  • Prepare agendas and materials for CEO meetings, attend, take minutes, and manage follow-ups.
  • Process community requests for facility use and arrange travel for Executive staff.
  • Prepare meeting spaces for the CEO, including setup and cleanup.

General Administrative Duties:

  • Monitor and distribute incoming mail and emails.
  • Assist with the distribution of agency materials like pamphlets and flyers.
  • Track charitable donations and assist with public relations activities.
  • Provide backup for the Executive Assistant to the Senior Management Team.

Qualifications:

  • Diploma/certificate in Administrative Studies, Business Administration, or as a Certified Executive Assistant.
  • Minimum of five years of experience in an administrative role, preferably in health, education, or social services.
  • Experience supporting a Board of Directors is preferred.
  • Strong skills in Microsoft Office (Word, Excel, Access, PowerPoint) and excellent communication skills.
  • Ability to work independently with high confidentiality.
  • Valid driver’s license and transportation.

The ideal candidate will provide top-level assistance for high level executives. They should be well-organized and be comfortable scheduling meetings and responding to emails on the executive's behalf. Lastly, this individual should be able to draft documents and help the executive with any necessary meeting preparations.

Responsibilities

  • Calendar management for executives
  • Aid executive in preparing for meetings
  • Responding to emails and document requests on behalf of executives
  • Draft slides, meeting notes and documents for executives


Qualifications


  • Bachelor's degree or equivalent experience
  • Proficient in Microsoft Office suite
  • Experience in managing multiple priorities, administrative coordination, and logistics
  • Well-organized, detail-oriented, ability to multi-task with great follow-up skills
  • Strong written and verbal communication skills

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