Executive Assistant

3 weeks ago

Toronto, Canada Catholic Charities of the Archdiocese of Toronto Full time

Working alongside our member agencies, Catholic Charities of the Archdiocese of Toronto (CCAT) strives to address emerging community needs by collaborating with like-minded organizations. CCAT work is guided by Catholic Social Teachings and focuses on safeguarding life, respecting the dignity of every person, and building a just society.

**RESPONSIBILITIES**:

- Coordinate the calendar, appointments and meetings for the Executive Director
- Manage incoming enquiries, distinguish vital and routine enquiries and direct them appropriately and in a timely and accurate manner.
- Draft and review documents, meeting materials, reports, and correspondence for the Executive Director
- Assist with special projects as assigned; track, review and communicate project progress and deadlines.
- Develop and maintain information databases as directed
- Provide organizational and administrative support to senior management meetings and special events
- Maintain relationships with the team, donors, community stakeholders, consultants, clients, parishes, and volunteers with a high level of confidentiality, sensitivity and tact on behalf of the ED and CCAT.
- Assist in organizing and coordinating meetings and receptions (including booking venue) when required
- Create and/or draft memos, correspondence, reports, agreements, presentations, forms and other documents, ensuring accuracy, completeness and compliance with organizational standards, policies and procedures.
- Gather, compile, verify and analyze information for use in various reports, spreadsheets, presentations, and correspondence
- Provide administrative support to the Board of Directors in preparation of the agenda, minutes and other relevant documents for the Board meetings*. (*after a reasonable transition period)
- Communicate effectively with CCAT Board of Directors, agencies, volunteers, and other key organizations regularly on behalf of the EDO.
- Act as liaison between CCAT and the parishes across the dioceses
- Develop a plan for and assist with volunteer coordination between parishes & agencies.
- Host CCAT info tables at community gatherings of member agencies or parishes.
- Attend meetings and represent EDO at networking tables or other meetings as required. Coordinate committee meetings between agencies, volunteers and other members.
- Perform other duties and projects as assigned and required.

**QUALIFICATIONS**:

- Postsecondary education in social sciences, communication, humanities, business or a related field
- 3-5 years in the frontline client-serving and/or community development role
- 5 years of senior administrative experience supporting executive teams/senior management, board and committees, preferably in a not-for-profit environment, will be an asset.
- Demonstrated ability to maintain a high level of integrity and discretion in handling confidential, sensitive information.
- Ability to work independently with minimum supervision and as part of a team
- Must display sound judgement, strong attention to detail and willingness to take initiative
- Experience working in community relations and communication is required
- Excellent written and oral communication in English is required
- Experience in client-focused settings, and commitment to provide outstanding customer service to various stakeholders
- Strong organizational, interpersonal, time management, presentation, and relationship building skills
- Demonstrated ability to resolve issues in timely, diplomatic, and effective manner
- Proficient computer skills, and experience using Microsoft Office suite, CANVA etc.

**Location**:1155 Yonge Street, Suite 400, Toronto, Ontario M4T 1W2

**Hours**:35 hours per week, weekends and evenings as required

**We thank all applicants for their interest in Catholic Charities of the Archdiocese of Toronto. We will only contact those selected for consideration.**

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

Pay: $60,000.00-$70,000.00 per year

Flexible Language Requirement:

- French not required

Schedule:

- Monday to Friday
- Weekends as needed

Work Location: In person

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