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Executive Assistant to Chief Executive Officer

2 months ago

Old Toronto, Canada Ontario Association of Social Workers (OASW) Full time
Ontario Association of Social Workers (OASW)Executive Assistant to Chief Executive Officer

Part Time / Full Time

Executive Assistant to Chief Executive Officer

OASW is the voice of the social work profession in Ontario and our mission is to mobilize mental health and wellbeing across Ontario. Our 2022-2027 Strategic Planoutlines how we will advance the social work profession by shaping the future of social work, leading equity integration, growing our membership, enhancing our engagement, and building a sustainable future for the organization.

OASW is seeking a dynamic and experienced individual to assume the role of Executive Assistant to the Chief Executive Officer. In this position, you will plan and coordinate an active calendar of appointments and work closely with the CEO to effectively manage and support internal and external commitments, projects and relationships. Your role will extend to the efficient management of a broad range of administrative responsibilities and tasks including supporting governance-related meetings and committees.

If you are an experienced Executive Assistant or administration coordinator, who is highly organized and collaborative, possesses a strong sense of professionalism and respects and embraces diversity, we invite you to apply for this exciting opportunity to make a meaningful impact with our organization.

Applicants of all races, ethnic origins, religions, abilities, gender identities and expressions, and sexual orientations are encouraged to apply.

What We Offer

  • Positive and inclusive team culture.
  • Shared focus on growth, innovation, collaboration and service to members.
  • Comprehensive vacation and benefits package, including support for ongoing career development.
  • Hybrid working model (2 days in downtown Toronto office, 3 days virtual).

Duties

  • Manage an active calendar of appointments. Plan, coordinate, and ensure that the CEO’s schedule is followed and respected. Act as both a “gateway” and a “gatekeeper” in a positive and respectful way to coordinate appropriately timed direct access to the CEO’s time and office.
  • Work closely and effectively with the CEO related to upcoming commitments and responsibilities. Track CEO commitments, goals, projects, tasks and deadlines. Ensure items are effectively delegated, reprioritized, or addressed, navigating conflicting demands and time pressure. Anticipate the CEO’s needs and preferences. Address potential problems before they happen.
  • Opportunity to liaise with the Board of Directors in governance work in partnership with Executive Operations Manager for growth and development.
  • Act with a high degree of political acuity and professionalism in an issues-management capacity and relationship-management role, possessing a real-time sense of active and ongoing issues, keeping the CEO informed of new emerging issues and other matters that have been resolved.
  • Liaise with internal management and employees and interact with external stakeholders in supporting the CEO. Determine the appropriate courses of action, referral, or response and communications decisions on behalf of CEO. Prioritize conflicting needs and deadlines, and handle matters expeditiously. Follow through on projects to successful completion. Demonstrate a high degree of professionalism in all internal and external interactions.
  • Plan, organize, and coordinate corporate events. Manage event logistics, such as venue selection, catering, and guest accommodations.
  • Conduct research and compile data to support the CEO's presentations.
  • Assist in the development of strategic plans and initiatives, providing administrative support and coordination.
  • Monitor and report on key performance indicators (KPIs) and other metrics related to the CEO’s objectives.
  • Develop and maintain strong relationships with internal and external stakeholders, acting as a representative of the CEO’s office.
  • Prepare and edit correspondence, communications, presentations, and other documents on behalf of the CEO.
  • Coordinate and manage communications between the CEO and various stakeholders, ensuring timely and accurate dissemination of information.
  • Collect, analyze, and interpret data to support decision-making processes.
  • Monitor and report on risk management activities, ensuring the CEO is informed of potential issues.
  • Coordinate internal and external meetings and identify, track, and monitor action items for approval and follow-up. Secure offsite locations and support travel logistics as needed.
  • Support and coordinate Board and Executive meeting logistics, attendance tracking, report and agenda preparation, slide decks, and official meeting minutes as needed.
  • Support and coordinate meetings of Board Committees; attend select meetings, take notes, capture action items, and ensure follow-through.
  • Assist the CEO in daily administrative tasks including: completing expense reports; composing and preparing correspondence; arranging complex agendas and compiling documents for meetings.
  • Handle office management duties including ordering supplies, troubleshooting technology problems, and coordinating with outside vendors for services/repairs.
  • Undertake special projects and perform other administrative and business functions as required, which may involve providing support to other members of the senior leadership team and related work streams.

Qualifications

  • At least 3 years’ experience supporting senior level executives or administration.
  • Exceptional verbal and written English communication skills, with experience in composing correspondence on behalf of a CEO interacting with a highly varied and demanding set of internal and external stakeholders.
  • Highly organized, and highly detail-oriented with strong project management and organization skills; ability to perform and prioritize multiple tasks seamlessly and autonomously, from concept to successful completion, and work in a fast-paced environment.
  • Proficiency with Microsoft Office applications, including superior skills in developing informative and visually appealing PowerPoint slide decks to facilitate decision-making.
  • Experience scheduling/running virtual meetings and breakout sessions (Zoom / Microsoft teams).
  • High degree of political acuity and experience working and building relationships with a wide range of clients, including executives, higher education administrators, government representatives, and stakeholders.
  • Strong problem-solving skills with the ability to proactively anticipate, manage and minimize potential problems.
  • Strong sense of professionalism, discretion and confidentiality in all matters.
  • Positive attitude and energy, integrity, and sense of humour.

Reports to: Chief Executive Officer

To Apply : Please send a cover letter and resume to HR@oasw.org

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About Ontario Association of Social Workers (OASW)

Ontario Association of Social Workers (OASW) in Toronto, Ontario, Canada

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