Executive Administrative Assistant

2 weeks ago

London, Canada Merrymount Children's Center Full time

_**Job Summary**:_
This position is an administrative position which supports the functions of the Executive Director, the Board of Directors, and the Senior Management Team. The Executive Administrative Assistant promotes quality support services and acts as a representative of the organization's high standards of professional service to the public, the Board of Directors and Agency staff.

**ROLES & RESPONSIBILITIES**
- **Support to the Executive Director**:_

1. Receive and screen all correspondence to the Agency and the Executive Director.

2. Maintains an office filing system serving the Executive Director and the Board of Directors.

3. Responds to requests for information from internal program and administrative areas.

4. Supports the work of the Executive Director including arranging of meetings, telephone calls and clerical work as needed.

5. Provides support in the preparation of Agency proposals for program development and funding.

6. Respond to inquiries from external stakeholders by gathering information and/or providing required assistance.

7. Maintains and updates the Agency’s Operating and Quality Improvement plans.
- **Support to the Board of Directors**:_

1. Arranges and handles all logistics for Board meetings, Board Committee meetings, and events: schedule meetings; draft agendas; develop, compile, and distribute presentation materials; and record meeting minutes on behalf of Board Secretary.

2. Receives and distributes all Board of Directors' correspondence.

3. Provides support services for Board of Directors' recruitment, orientation and the development of Board orientation manuals and materials.
- **Administrative Responsibilities**:_

1. Serves as secretary for the Senior Management Team, JHSC and Union-Management meetings and all other meetings at the request of the Executive Director, Directors or Program Managers.

2. Provides secretarial support services for labour negotiations.

3. Manages Agency office supplies.

4. Administrator of Zoom and Office 365 accounts.

5. Provides back-up support for EMHWare (client database) reports.

6. Provides back-up support for SOR-RL and CCLS databases (licensing).

7. Acts as Receptionist as needed when Reception staff are not available.

8. Arranges for all agency outgoing courier parcels to be picked up and receives incoming courier parcels, completes the appropriate paperwork required for both.

9. Completes agency mailing and ensures the postage meter is filled as required.

Other:
1. Other duties as assigned.

**QUALIFICATIONS**
- Diploma/Certificate in approved post-secondary school course in Office/Business Administration, or equivalent combination of education and experience.
- Excellent verbal and written communication skills.
- Demonstrated ability to work independently and collaboratively with management and staff at all levels, board members and volunteers.
- Strong organizational skills, taking initiative in setting up procedures, organizing administrative tasks and managing time and balancing multiple demands and priorities efficiently. Ability to problem solve and re-prioritize tasks as needed.
- Strong service orientation and interpersonal skills; ability to effectively deal with the public. Uses good judgement and is friendly, courteous, and helpful at all times.
- Proven accuracy and attention to detail.
- Ability to use tact, discretion and maintain information in the strictest confidence.
- Demonstrated proficiency with Microsoft Office.
- General knowledge of computer systems and networks.

Subject to any accommodation required by applicable human rights legislation, Merrymount requires that all staff have received at least two doses of a COVID-19 vaccine approved by Health Canada.

WE ARE AN EQUAL OPPORTUNITY EMPLOYER:
CITY OF LONDON LAND ACKNOWLEDGEMENT:
We acknowledge that the land on which we gather is the traditional territory of the Attawandaron, Anishinaabeg, Haudenosaunee, and Lunaapeewak peoples who have longstanding relationships to the land, water and region of southwestern Ontario. The local First Nation communities of this area include Chippewas of the Thames First Nation, Oneida Nation of the Thames, and Munsee-Delaware Nation. Additionally, there is a growing urban Indigenous population who make the City of London home. We value the significant historical and contemporary contributions of local and regional First Nations of Turtle Island (North America).

**Job Type**: Part-time

Pay: $22.56-$26.87 per hour

Expected hours: 22.5 per week

**Benefits**:

- Extended health care
- On-site parking

Flexible Language Requirement:

- French not required

Schedule:

- Day shift

**Education**:

- DCS / DEC (preferred)

Work Location: In person

Application deadline: 2024-06-07

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