Executive Administrative Assistant

5 days ago

Windsor, Canada United WayCentraide Windsor-Essex County Full time

United Way/Centraide Windsor-Essex County has made a promise to the community – to change the odds for children and their families so they have equal opportunities for success in school and life. We have adopted the community problem-solving approach called ‘collective impact’ and have committed to working alongside community partners to realize the vision of improving population-level outcomes for children and youth from cradle to career.

POSITION SUMMARY

The Executive Administrative Assistant (EAA) provides professional and administrative support to the CEO and Senior Management Team to support operating efficiency. The EAA serves as the primary point of contact for the CEO and serves as a liaison with the Board of Directors and its committees. The EAA is responsible for coordinating day-to-day activities of the CEO and providing project management and administrative support from time to time to the Community Impact, Development and Brand Experience and Finance & Operations departments. 

FUNCTIONS

50%: Administrative support of CEO, Board of Directors, and its committees

40%: Cross functional administrative support to Community Impact, Development and Brand Experience and Finance & Operations departments

10%: On-Site Office Support

DUTIES & CORE COMPETENCIES

Duties –

You are someone who thrives in using their knowledge and skillset to do the following:

  • Works closely with the CEO, to support the Boards of Directors and its Committees:
    • Attends and takes meeting minutes for Board of Directors and its committees
    • Maintains official meeting records of the Board of Directors (minutes, By-Laws, etc.)
    • Maintains database of Board resolutions and policies
    • Coordinates annual and special meetings of members
    • Circulates meeting agendas and other supporting materials in preparation of Board & Committee meetings
    • Supports the CEO by following up on actions required after Board and committee meetings
    • Supports the recruitment of Board and Committee members
    • Organizes and facilitates Board and committee orientations and trainings
    • Maintains organizational policies ensuring they are reviewed on time and kept up to date
    • Tracks and monitors workplans, progress of cross departmental projects and organizational priorities
    • Ensures compliance maintained in accordance with United Way Centraide Canada’s Membership Agreement
  • Supports the CEO with various Advisory Committee(s) including ProsperUs and the Investors Table
  • Attends and provides administrative support at community meetings and events as required
  • Tracks commitments, projects, tasks and deadlines for the CEO and Senior Management Team
  • Drafts correspondence, books meetings, assists in managing schedules, makes travel arrangements etc. as required, for the CEO and Senior Management Team
  • Works closely with the Senior Management Team, to support cross functional projects and events

Core Competencies –

In addition to the above, you are competent in the following:

  • Passion for and familiarity with the nonprofit sector and our mission
  • Knowledge of and experience with Board Governance and Volunteer Management
  • Proven ability to use outstanding interpersonal and communication skills to build strong relationships and negotiate challenging situations, often with senior executives, in a friendly and professional way
  • Highly organized, and highly detail-oriented with strong project management and organization skills; able to perform and prioritize multiple tasks
  • Expert-level verbal and written communication skills (English required, French is preferred)
  • Strong emotional acuity
  • Highly resourceful team-player, with the ability to also be extremely effective independently
  • Proven ability to handle confidential information with discretion
  • Comfortable in a high performing, fast-paced and quickly growing organization; demonstrated ability to achieve high performance goals, meet deadlines and adapt to changing circumstances
  • Knowledge of community development principles

Technical Skills –

In addition to the above, you are proficient in the use of the following technology:

  • Microsoft Office Suite (Word, Excel, PowerPoint, and Publisher)
  • Video Conferencing platforms: Zoom, Google Meets, and Microsoft Teams
  • Knowledge and experience with Customer Relationship Management (‘CRM’) systems such as Salesforce preferred.
  • Knowledge and experience with SurveyMonkey, Air Table, Doodle, Canva

EDUCATION & EXPERIENCE

  • University degree or College diploma in related field
  • Minimum of five years’ experience supporting a senior executive, Board of Directors and/or committees
  • Minimum of three (3) years’ experience in project management

BENEFITS

  • Company laptop provided
  • Flexible Schedule
  • Eligible for Greenshield Medical / Health Benefits, after successful completion of probationary period
  • Generous Vacation Entitlement & Paid Sick Days
  • Hybrid work environment opportunities

CONTRACT DETAILS

  • This is a full-time, permanent position
  • 35 hours per week
  • Base Office – Windsor: The successful applicant will have the option to work out of the office three times a week, and from home twice a week during their regularly scheduled office hours.
  • Police clearance, including a vulnerable sector check and declaration of offences, is required
  • Must maintain a valid G driver’s licence and access to own transportation
  • Ability to work flexible hours including evenings and weekends, when necessary

APPLYING

If you have the above-mentioned qualifications, please submit a brief cover letter to tell us about yourself, along with your resume by September 22, 2023. We thank all applicants for their interest. Please note that due to the volume of resumes, only candidates selected for an interview will be contacted.

United Way/Centraide Windsor-Essex County is committed to developing a diverse and inclusive workplace. We encourage candidates from diverse backgrounds, including those who may need accommodation, to apply to join our team.

In accordance with the Accessibility for Ontarians with Disabilities Act (A.O.D.A.) please contact us at careers@weareunited.com should you require accommodation to apply or if selected to participate in an assessment process. We thank all applicants for their interest. Please note that due to the volume of resumes, only candidates selected for an interview will be contacted.

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