Executive Assistant

2 months ago

Hamilton, Canada Shalom Village Full time

**Executive Assistant**

Reporting to the Chief Executive Offer (CEO), this role will provide confidential, executive administrative support to the CEO, Executive Director of the Shalom Village Foundation, as well as occasional support for the Executive Leadership Team. In addition, the Executive Associate will serve as the secretary to the Board of Directors.

This role will include: complex calendar management and work flow activities, accurately compiling, transcribing and word-processing of correspondence, drafting documents and proposals, preparing spreadsheets, meeting packages and presentations. Functions to support the executives will include scheduling appointments, meetings, minute taking, receiving reports and information and disseminating and distributing them. The role will require working closely with these executives and the team members who support them.

The role will require providing administrative support and preparations for various committee meeting and board reports. In this role, will handle confidential information, constructing meeting packages that flows to the committees and the Board of Directors and assist with the achievement of project goals. Role requires the ability to respond and relate to external partners and donors. This role contributes to ensuring there is a safe environment for residents, staff and visitors.

Key responsibilities include, but are not limited to:

- Complex calendar management and workflow activities, accurately compiling, transcribing and word-processing of correspondence, drafting documents and proposals, preparing spreadsheets, meeting packages and presentations.
- Functions to support the executives will include scheduling appointments, meetings, minute taking, receiving reports and information and disseminating and distributing them.
- The role will require providing administrative support and preparations for various committee meeting and board reports.
- Handle confidential information, constructing meeting packages that flows to the committees and the Board of Directors and assist with the achievement of project goals.
- Respond and relate to external partners and donors.
- Keeping the executive’s calendar up-to-date, including adding events, rescheduling appointments and providing daily briefings
- Acting as the gatekeeper for internal and external contacts, including vendors, colleagues, clients, and customers
- Conducting research and creating reports on various topics based on the needs of the executive
- Supporting the planning and organizing events that take place externally, such as fundraisers and appreciation events
- Manages the day to day operations of our Tribute Card donation program, donor calls and stewardship, mail, receipting and reconciliations
- Keeping important information and documents organized physically, and electronically
- Maintaining a high degree of discretion and confidentiality

The successful applicant will possess the following qualifications:

- Eight years or more of experience supporting C-Suite and/or Executive Teams, OR a combination of academic and practical experience: Undergraduate 3-year University Degree or a Community College Secretarial Diploma
- 3-5 years of administrative experience, preferably in a healthcare institution supporting an executive office
- Excellent written and verbal communication skills with the ability to foster respectful and effective working relationships with board committee members, leadership and frontline team members and senior external stakeholders, donors, residents and families
- Understands the critical role of executive administration in running a high-performance team and wants to make a significant impact in this function
- Accountable and responsible; is self-directed, able to see tasks through to completion and takes ownership of outcomes
- Proven accuracy and attention to detail
- Ability to use tact, discretion and maintain information in the strictest confidence
- Flexible in responding to both in the moment and critical experiences requiring leadership
- Exemplary skills in documentation of meeting minutes/proceedings
- Excellent calendar management skills, including the co-ordination of complex executive meetings
- Exemplary planning, time management and organizational skills with a demonstrated ability to set priorities for self and in support of the operations of an executive office
- Excellent knowledge and proficiency with Microsoft Suite (including Word, Excel, Outlook and PowerPoint)
- Knowledge of various office equipment (including photocopier, and video conference) Possesses an efficient and flexible approach; prioritizes workload to meet targets with the ability to manage and adapt to changing priorities in a fast-paced environment
- This position requires some scheduling flexibility, some evenings and weekends may be required

**Job Types**: Full-time, Permanent

**Salary**: $38,332.76-$66,689.28 per year

**Benefits**:

- Company events
- Denta

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