Executive Assistant

7 months ago

Aurora, Canada Alzheimer Society of York Region Full time

JOB POSTING

**Executive Assistant (EA) Permanent Part-Time, Aurora: (3 days per week, Tuesday, Thursday, Friday)**

The Alzheimer Society of York Region (AS York) helps improve the quality of life for people diagnosed with Alzheimer’s disease and related diseases. We provide supportive counselling and education opportunities for individuals and families living with dementia. AS York also provide respite to caregivers and social activities for persons diagnosed with cognitive impairment through our D.A.Y. Centres. A non-profit, community-based agency, AS York offers programs and works in partnership with several community organizations across the Region.

Reporting to the CEO this role provides executive administrative support to the CEO and Board of Directors. Duties include but are not limited to managing the CEO calendar, drafting internal and external correspondence, Board meeting minute-taking and distribution, Board liaison and maintenance of governance documentation, and attendance at external and internal meetings.

In addition, the position provides some administrative and financial support under the Director of Finance.

**Key Responsibilities**:
**Executive Support and Coordination**
- Provide administrative and project support to the CEO.
- Manage CEO calendar
- Attend Senior Management Team meetings, prepare agendas, minutes, circulate information
- On behalf of CEO,
- liaise with internal staff, external stakeholders (constituents)
- Coordinate key Society events, including Annual General Meeting (AGM)

**Board Liaison and Governance**
- Ensure that the Board receives the required timely and accurate support.
- Schedule, organize and coordinate Board and Board Committee meetings, AGM
- Attend Board meetings, prepare agendas, take minutes, circulate information

**Administration and Finance Support**

Reception

Position provides reception support on functions identified below as needed - some flexibility is required
- Review, evaluate and distribute all incoming and outgoing mail, faxes, and courier shipments.
- Provide support to Administrative Assistant as needed, including preparation of meeting packages

Finance
- Receive invoices, invoice payments, and donations, in collaboration with accountant, reconcile billings, and authorize vendor invoices
- Support annual audit process through collection and organization of materials

**Qualifications**:

- Three (3) year University Degree or two (2) year College Diploma with related experience (Business Studies, Administration Studies, Health Sciences, Health Management, Social Services, Recreation); or, High School Diploma with two (2) to three (3) years of related experience supporting a senior executive
- Previous EA experience an asset
- Possess strong administrative leadership and project management skills, with a demonstrated ability to manage concurrent projects under tight deadlines.
- Experience in the not-for-profit sector an asset
- Strong oral and written communication skills
- Strong interpersonal skills, with ability to build relationships with a wide range of individuals, including donors, staff, and other stakeholders (constituents).
- Ability to demonstrate a high degree of diplomacy and tact
- Self-motivated and results-oriented, with drive and initiative
- Possess strong planning and organization skills with exceptional attention to detail
- Experience managing confidential information and adhering to privacy guidelines
- Knowledge of Alzheimer and dementia disease an asset
- Some evenings are required e.g., Board Meetings, events
- Flexibility regarding schedule is required.
- Clear Police Vulnerable Sector Screening Check
- A valid driver’s license and access to a reliable vehicle an asset
- Proof of full COVID vaccination

**Job Type**: Part-time

**Salary**: $23.00-$28.00 per hour

**Education**:

- Secondary School (preferred)

Work Location: In person

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