Executive Assistant

6 days ago

Golden Horseshoe, Canada AIP Connect Full time
*Our client is a non profit organization focused on supporting families and children achieve mental wellness.

**This position is hybrid, 3-4 days per week in office, located in Etobicoke.

About the Organization

Our client is a leading mental health centre dedicated to providing support services for children and families, delivering evidence-based treatments, and operating an institute for childhood trauma and attachment. Their focus is on transforming children's mental health through a continuum of services while maintaining excellence in clinical care.

Position Overview

We are seeking a highly organized and proactive Executive Assistant to the Chief Development Officer (CDO). The role entails supporting the Development Department through administrative, communication, and data management tasks. The ideal candidate should have previous EA experience, exceptional organizational skills, and the ability to handle a range of responsibilities from routine tasks to complex project management.

This role serves as the eyes and ears for the CDO, managing the priorities of the Foundation by providing oversight to projects and flowing critical business information to the CDO.

What you will be doing:
  • Calendar Management: Maintain the executive's calendar by scheduling meetings, appointments, and events. Anticipate conflicts and proactively resolve scheduling issues.
  • Communication Management: Screen and prioritize emails, phone calls, and other forms of correspondence. Draft, proofread, and edit emails, reports, presentations, and other documents on behalf of the executive.
  • Marketing: Maintain the email database (Constant Contact) and list segmentation with accurate and up to date information. Support in development of marketing materials such as social media postings, as needed
  • Meeting Coordination: Organize and coordinate meetings, conferences, and travel arrangements for the executive. Prepare meeting agendas, take minutes, and distribute relevant materials.
  • Information Management: Manage documents, files, and records, ensuring they are organized and easily accessible. Maintain confidentiality and handle sensitive information with discretion.
  • Administrative Support: Provide general administrative support such as photocopying, faxing, mailing, and filing. Order office supplies and maintain inventory as needed. You will also be responsible for building up a solid third party event/DIY program.
  • Relationship Management: Build and maintain positive relationships with internal and external stakeholders, including clients, vendors, and other executives' offices.
  • Data Management: Maintain and update the CRM database (DonorPerfect). Record donations, generate reports, analyze data, and prepare presentations.
  • Grants and Financial Management: Maintain grants management system and checklist for prospective and active donors. Issue all charitable tax receipts within CRA. Conduct monthly donation reconciliation
  • Problem Solving: Anticipate potential problems and take proactive steps to mitigate risks. Exercise sound judgment in decision-making and escalate issues as necessary.
  • Tech Savvy: Proficiently use office software such as word processing, spreadsheet, and presentation software. Familiarity with scheduling tools, video conferencing platforms, and other digital productivity tools is essential.
  • Adaptability: Adapt to changing priorities and deadlines in a fast-paced environment. Handle multiple tasks simultaneously while maintaining attention to detail and quality.
Your background and qualifications:
  • Degree or diploma in Administrative Studies or related field, which would ideally include coursework in data and financial management.
  • 3-5 years of related experience in an administrative role supporting senior-level management.
  • Prior experience with CRM and/or DMS (document management system), ideally with DonorPerfect.
  • Advanced computer skills and experience employing a variety of software applications such as Microsoft 365 (Word, Excel, Power Point), Teams, Zoom, and Canva.
  • Experience in the non-profit sector preferred, including fundraising, donor relations/stewardship, and event coordination.
  • Demonstrated minute-taking abilities with previous Board and executive-level management support experience.
  • Knowledge of project management process.
  • Resourceful with high attention to detail.
  • Excellent written and oral communication skills.
What we offer:
  • Excellent benefits package including pension.
  • Generous vacation policy and a flexible work environment.
  • Opportunity to make a meaningful impact on the lives of children and families.
AIP Connect believes in equal opportunity. Our recruitment consultants are committed to inclusive recruitment and selection practices and will not discriminate based on age, colour, ability, national origin, race, religion, sex, or sexual orientation.

Accessibility: If you need any accommodations during the interview process, please let us know. #J-18808-Ljbffr

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