Executive Assistant to the Chief Executive Officer

2 weeks ago

Old Toronto, Canada Charity Village Full time
Executive Assistant to the Chief Executive Officer

The Executive Assistant provides executive administrative support to SHARE’s Chief Executive Officer (CEO) and works closely with SHARE Leadership to support seamless operations and advance the organization’s mission. SHARE operates with a hybrid remote and in office policy. This position is required to be in the Toronto office up to four days per week to work on-site with the CEO.

Summary

The Executive Assistant provides executive administrative support to SHARE’s Chief Executive Officer (CEO) and works closely with SHARE Leadership to support seamless operations and advance the organization’s mission. SHARE operates with a hybrid remote and in office policy. This position is required to be in the Toronto office up to four days per week to work on-site with the CEO.

Description
  • Status: Full time, permanent
  • Location: Toronto, ON (Hybrid Work Arrangements)
  • Reports to: Chief Executive Officer (CEO)
  • Salary: Starting salary is $79,029.60
ABOUT SHARE:

SHARE is an award-winning Canadian non-profit in the responsible investment field. SHARE is dedicated to mobilizing investor leadership to build a sustainable, inclusive, and productive economy. We combine a deep passion for real change with sound strategy, analysis and skills. Our team leads shareholder engagement, education and training, policy advocacy, and practical research with a growing network of values-driven investors who are driving meaningful changes within global businesses, governments and regulators. SHARE is the only non-profit, unionized, living-wage-certified shareholder advocacy organization in Canada.

GOOD WORK:

At SHARE, you will:

  • Work in a collaborative and supportive environment, with a team of values-driven professionals;
  • Enjoy a comprehensive benefits package, including
    • Employer-paid pharmaceutical, dental, optical, paramedical health benefits, and basic life insurance;
    • An annual fitness allowance;
    • An annual professional development allowance and employer-paid education days;
    • Financial support to set up a home-office workspace;
  • Generous time off provisions, including 3 weeks vacation, an office closure from December 24 – January 2, and flex days;
  • Retirement security with employer-matched contributions to a defined benefit pension plan through DbPlus.
THE OPPORTUNITY:

The Executive Assistant provides executive administrative support to SHARE’s Chief Executive Officer (CEO) and works closely with SHARE Leadership to support seamless operations and advance the organization’s mission. This position is required to be in the Toronto office up to four days per week to work on-site with the CEO. Some domestic and international overnight travel is required.

KEY RESPONSIBILITIES:

Reporting directly to the CEO, working with a high degree of independence and exercising sound judgement, discretion and tact, some of the Assistant’s responsibilities will include:

  1. Correspondence, calendar, and relationship management:
    • Manage the CEO's calendar, confidential emails, and daily briefings;
    • Draft and oversee correspondence, presentations, and proposals;
    • Serve as a communications liaison with SHARE staff and external contacts;
    • Analyze data and distribute incoming confidential memos as needed.
  2. Business Development:
    • Support business development and outreach projects by the CEO and leadership to new partners, clients, and funders, including:
      • Conducting research to support SHARE’s business development efforts;
      • Preparing briefing notes and follow-up schedules for fundraising activities;
      • Building knowledge of key individuals, sectors, and funding opportunities;
      • Coordinating meetings with partners and funders, including materials and follow-up;
      • Maintaining client and sales information in the CRM database.
  3. Executive and Governance Team Coordination:
    • Coordinate meetings for the SHARE Management and Senior Management Teams, including preparing and sharing agendas, taking minutes, and monitoring deadlines and follow-up tasks;
    • Coordinate and prepare schedules, meeting documents, and support logistics for SHARE’s board and board committees.
WHAT YOU WILL BRING TO THE TEAM:
  • Excellent analytical skills;
  • Sound judgement, political acuity and tact;
  • Ability to act as a representative of the CEO and of SHARE;
  • Excellent oral and written communication skills, including drafting of professional correspondence for an executive audience;
  • Exceptional record-keeping, organizational and time management skills, including the ability to set priorities and balance competing deadlines and pressures;
  • Ability to work independently on a variety of tasks and contribute as part of a team in a fluid and fast-paced environment;
  • High proficiency with cloud-based collaboration tools, CRM databases, project management software, Microsoft Suite, and relevant database and data analysis tools.
AT A MINIMUM, YOU HAVE THESE QUALIFICATIONS:
  • Three to five years of experience in an executive administrative role;
  • Bachelor’s degree in a social science or humanities field, or equivalent experience.
  • Knowledge of business, investment, and financial markets in Canada and internationally is an asset;
  • Demonstrated ability to provide executive administrative support;
  • Fluency in English is required. Fluency in French is a strong asset.
SOME OTHER THINGS YOU SHOULD KNOW ABOUT WORKING AT SHARE:
  • SHARE offers a comprehensive benefits package, employer-matched contribution to a defined benefit pension plan through DbPlus, support for professional development, and an annual fitness benefit;
  • Terms and conditions of employment are set in accordance with the SHARE-USW Collective agreement;
  • SHARE employees must be eligible to work in Canada, you must be a Canadian citizen or Permanent Resident of Canada or authorized in writing to work in Canada under the Federal Immigration Act. Eligibility to work in Canada is granted through citizenship, permanent resident status, or a work permit;
  • Full vaccination against the Covid-19 virus is required of all SHARE employees;
  • Occasional overnight and international travel may be required; including to the United States;
  • SHARE operates with a hybrid office policy. Regular attendance in the Toronto Office will be required for this role.
EMPLOYMENT EQUITY:
  • SHARE strives to embody its values of fairness, inclusion, and justice in its hiring and employment practices and has a strong commitment to employment equity. SHARE staff are represented by the United Steelworkers.
  • SHARE seeks qualified candidates who share our commitment to equity, diversity, and inclusion. While all qualified candidates are invited to apply, we particularly welcome applications from women, persons with disabilities, Black, Indigenous, or people of colour and LGBTQ2S+ candidates.
  • SHARE’s Toronto office is located in the territories of the Mississaugas of the Credit, Anishnabeg, Chippewa, Haudenosaunee and Wendat peoples.
  • SHARE’s Vancouver office is located on the unceded territory of the xʷməθkwəy̓əm (Musqueam), Skwxwú7mesh (Squamish), and səlílwətaɬ (Tsleil-Waututh) Nations.
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