Executive Assistant

2 weeks ago

Thunder Bay, Canada YES Employment Services Full time

This is a full-time, contractual position until March 31, 2024, Monday to Friday from 9:00am to 5:00pm.

**YES Employment Services** is a non-profit, community-based organization with a long history providing employment services in Thunder Bay, Nipigon, Red Rock and surrounding areas. We work with individuals of all ages and diverse backgrounds to develop skills to achieve success in attaining their Employment goals. YES Employment works collaboratively with our clients to help them reach their goals in a meaningful way and provides services in line with our organizational values. We believe that **everyone who wants to work, deserves to work, and we can help.**

**SUMMARY**: Reporting to the Executive Director and in cooperation with all YES staff, the Executive Assistant is responsible for the administrative, technical, and clerical functions of the Executive Director, YES Board of Directors and the Management Team (Managers). The incumbent is expected to complete all tasks with superior organization and efficiency while maintaining a high degree of discretion and confidentiality.

**MAJOR TASKS WILL INCLUDE BUT NOT BE LIMITED TO THE FOLLOWING**:
2. Attends meetings and acts as the Board’s recording secretary for agendas, meeting minutes, and action documentation as required.

3. Facilitates the Board communications, committees, and meetings, including Board orientation.

4. Supports various other management meetings and interviews, which include but are not limited to, scheduling meetings/interviews, arranging logistics, drafting the agenda, assembling, and distributing meeting documents, and acts as a recording secretary at the meetings.

5. Completes special projects as directed by the Executive Director and management team such as coordinating leadership planning days.

6. Maintains organizational documents including the organizational chart, assists and researches policies, and manages other documents requiring the use of independent judgment and initiative.

7. Keeps important information and documents organized physically and electronically, with discretion and confidentiality.

8. Maintains effective working relationships with other external parties in support of the Executive Director, including other youth and employment services in the community.

9. Assists with the development of strategic plans in collaboration with the Executive Director and Board.

10. Assists Executive Director with planning, organizing, monitoring, and evaluating the overall operation of the organization.

11. Other duties as assigned by Executive Director or designate.

**QUALIFICATIONS**:
1. Post-secondary degree or diploma in Business Administration preferred or related field.

2. A minimum of three (3) years of experience working at the Executive Assistant level or five (5) years of experience in administrative support functions.

3. Experience working with a Board and in a non-profit sector is preferred.

4. Computer skills in a Windows environment including but not limited to knowledge and experience using office equipment such as PCs, printers, scanners and photocopiers, communications software, Microsoft Office, Google Apps, and the internet.

5. Able to effectively communicate with tact and diplomacy, both verbally and in writing, with a wide variety of people at all levels.

6. Superior organizational, customer service, time management, and problem-solving skills.

7. Able to work without close supervision.

8. A self-starter who meets timelines to ensure all initiatives are completed on time.

9. Ability to handle sensitive and confidential information in a professional manner.

**Wages**: $27.38 per hour, with 4% vacation pay and 3% in-lieu of benefits.

**Disclaimer**: Job Descriptions are not all-inclusive. This Job Description describes the general nature and level of work being performed by employees assigned to this position. Employees may perform other related duties and tasks as required to meet the needs of the operation.

**Job Types**: Full-time, Fixed term contract

**Salary**: $27.38 per hour

**Benefits**:

- Employee assistance program

Schedule:

- 8 hour shift
- Monday to Friday

Work Location: In person

Application deadline: 2023-11-24

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