Executive Assistant

6 months ago

Toronto, Canada SAVE THE CHILDREN-CANADA Full time

**Executive Assistant to Chief Development Officer**

We are looking for a highly organized, flexible and experienced Executive Assistant with advanced skills in MS Office used to working on their own, taking initiative and managing multiple priorities.

The role works closely with the Chief Development Officer (CDO) to ensure their diary supports their strategic priorities. Key responsibilities include complex schedule management to support effective use of the CDO’s time, preparation of presentations, reports, briefing documents and ensuring the CDO is well prepared for meetings, in particular Senior Leadership Team meetings, monthly Global Fundraising Directors meetings, and quarterly Board and Board Committee meetings. This role requires the ability to exercise tact, diplomacy, sensitivity, with excellent interpersonal and teamwork skills. The role also provides scheduling and administrative support to the Resource Development Senior Management Team (SMT).

**YOUR IMPACT**

**Responsibilities include (but are not limited to)**:
**Executive Liaison & Communications Support**
- Lead any preparation required for the CDO’s meeting; including but not limited to coordinating briefing materials, pre-read, presentation creation and background documents
- Prepare and coordinate CDO communications with internal and external stakeholders as requested including accurate and timely correspondence, memos, minutes, presentations, and reports
- Compose moderately complex presentations, reports, letters, and memorandums by synthesizing information, researching background information, and gathering relevant data from appropriate sources and stakeholders

**Logistics Coordination**
- Accurately maintain CDO and Resource Development Senior Management Team’s calendars to coordinate meetings and logistics
- Prepare information packages and itineraries for external visitors
- Support meeting logistics for all Resource Development workshops & meetings (internal & external)
- Liaise with and proactively support SCC employees and Resource Development SMT to ensure timely flow of materials that require CDO signature

**Support for the Resource Development Senior Management Team**
- Introduce and maintain structure in Resource Development Team Meetings (full-team and Senior Management team) - meeting schedule, agendas, minutes and action logs
- Working with the CDO & Resource Development SMT, inform and coordinate cross-departmental processes as requested (ie Policy and Processes updates, Budgeting cycle planning, Annual Planning)
- Support CDO & Resource Development SMT in preparing for quarterly Board Committee and Board Meetings
- Provide other administrative assistance as requested

**General Administration**
- Support department purchasing & procurement
- Reconciling credit card statements and expenses in line with organizational policies and approved budgets
- Manage third party services and vendors as required
- Proactive document management (i.e Marketing and Communications drives)
- Responsible for organization of departmental assets (SCC merchandise, materials for external events, etc.)
- Other duties and special assignments as requested
- Provide other administrative assistance as requested
- Proactively identify and lead activities to support continuous process improvement of the department and functional areas led by the CDO

**WHAT YOU OFFER**

**Qualifications & Competencies (include but are not limited to)**:

- 3-5 year progressive work experience in a similar role providing executive support for more than one senior leader and their teams simultaneously
- Utilize business platforms with advanced proficiency (ex. Microsoft Office, Adobe Acrobat, virtual meeting platforms, project & knowledge management software) to produce high quality reports and presentations
- High level of professionalism and business acumen to deal with confidential matters, displaying discretion, judgment and diplomacy; and demonstrate integrity in managing these responsibilities.
- Excellent critical-thinking skills to assist in decision-making
- Strong written communication skills to prepare executive correspondence and documents
- Initiative, superior organizational and prioritization skills to manage multiple tasks and priorities to ensure seamless operations
- Adaptable and flexible to work in fast paced environment and tight timeframes
- Detail-oriented to independently manage travel, logistics, and budget information with high degree of accuracy
- Exceptional communication and interpersonal skills to develop strong working relationships across cultural and organizational boundaries with internal and external stakeholders
- Shows initiative to proactively anticipate and address CDO needs
- Able to navigate complex situations and challenges, they are confident in navigating ambiguity and problem solving.
- Ability to transcribe notes, prepare correspondence/reports, presentations and research a variety of topics
- Ability to work

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