Executive Assistant

6 months ago

Sarnia, Canada County of Lambton Full time

**Company Biography**
- Please Note: This position is not with the County of Lambton. It is with our Community Partner, Sarnia-Lambton Economic Partnership. *

The Sarnia-Lambton Economic Partnership exists to promote economic growth in Sarnia-Lambton.

We are a private/public sector, community-based partnership that works to continually increase the economic activity in the County of Lambton through the provision of economic development services. At the Sarnia-Lambton Economic Partnership, we help the local economy grow by promoting the distinct advantages that Sarnia-Lambton proudly offers companies and residents. The team at the Sarnia-Lambton Economic Partnership works to attract high-value companies to our municipalities, support the expansion of existing businesses, encourage the start-up and growth of new companies, and entice newcomers to the area. We collaborate with local business leaders, educational institutions, entrepreneurs, industry, accelerators, and municipal governments, as partnerships are the key to the success of this welcoming community.

**Position Overview**

As the Executive Assistance (Finance and Operations Lead), you will play a pivotal role in our organization. Your multifaceted responsibilities will require advanced capabilities, organizational skills, and discretion. The primary objective of this position is to ensure the seamless day-to-day functioning of our business and financial operations.

You may have to research and compile data, meet or liaise with individuals and groups inside or outside of the company on behalf of the CEO, and coordinate the implementation of company and board administrative policies.

As well, you are responsible for overseeing the processing of invoices, responsible for tracking expenses/receivables, completing proposals and project/financial claims.

As part of the administrative team you will provide leadership to the receptionist/clerk and oversee administrative tasks (answering the phone, photocopying, mailing, filing, organizing contracts, word processing, etc.) and provide backup especially during staff leaves and vacancies.

You will also be responsible for preparing correspondence, reports, presentations, managing the CEO’s schedule and anything else that is required. You will attend confidential management and board meetings, prepare agendas, and transcribe or distribute minutes in a timely manner.

You will also benefit from many advantages, such as:

- Full time hours
- Pension plan opt-in opportunity
- Working with an established, knowledgeable team

**Duties and Responsibilities**

You’ll be an integral part of our team during this maternity leave coverage. Your proactive approach and attention to detail will contribute to the smooth functioning of our organization.

Here are your detailed key responsibilities:
CEO Support:

- Manage, maintain and oversee the CEO’s calendar, triage and respond to requests that require screening, filtering, re-prioritization and delegation, arrange business meetings, conference calls and appointments and provide reminders, ensuring the CEO arrives on time and prepared for all meetings.
- Prepare and support material for meetings, conferences and workshops. Arrange travel plans for out-of-town meetings/conferences (i.e. travel, reservations, registrations, etc).
- Be proactive and take initiative to be one step ahead of the CEO and Board requirements, requests and queries.
- Provide confidential, professional, administrative and research support.
- Review and prepare all documents, reports and other correspondence materials for the CEO and management team.

Board of Directors Support:

- Organize all board meetings including scheduling, hospitality, RSVPs, development of all related agendas, financials, and materials; record and distribute meeting minutes; and track decision and action items to completion.
- Oversee Board administrative tasks such as scheduling, meeting logistics and preparation of materials, annual filings, as well as maintenance of the official record book, board manual, and online board portal. Act as a resource for the board on governance matters, and update board and staff policy binders. Support CEO as required for committee, council and external meetings.

Finance and Operations/Staff Support:

- Provide support on team projects, monitor deadlines and manage and coordinate projects, files and company initiatives, including board and team events. Produce reports, presentations and briefs as required.
- Prepare, organize and submit expense reports, invoice payments and vacation data / time exception reporting, ensuring completion in a timely manner and within policy guidelines.
- Assist with annual budget creation and monitoring throughout the year.
- Act as a lead on the overall financial and audit process.
- Maintain and oversee issuing of credit cards and monthly reconciliations; including approval by Board Chair for CEO expenses.
- Develop and manage complex spreadsheets

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