Executive Assistant to The Vp, Strategy
7 months ago
**Job Description**:
Kinark has introduced a benefit that gives employees in eligible roles the opportunity to work partially or fully remote if they choose to opt-in for this benefit. **This role (Executive Assistant) is assessed as a Roamer position requiring mínimal days in the office (2 days per week) unless business demands require.**
**Job Summary**:
We are seeking a highly organized and responsible Executive Assistant to join our organization, supporting the VP, Strategy and the Strategy Portfolio.
At Kinark, the Strategy Portfolio encompasses a range of shared services for the agency that includes data and analytics, quality, communications, strategic initiatives, and system planning.
As a collective, the aim of the group is to:
- Transform the organization’s programs, processes and/or infrastructure in alignment with our strategic goals;
- Guide the organization’s quality processes, oversee project planning and ensure effective project management for key transformative initiatives;
- Lead the identification and/or response to system needs and opportunities; and
- Enhance capacity to other areas of the organization, including through a strong foundation of shared services, that will enable us to respond effectively to our strategic and operational priorities.
The Executive Assistant provides administrative support and project coordination to the assigned Executive and their direct reports, as well as serving as a primary contact for internal and external stakeholders in order to communicate information, address inquiries, and maintain positive relationships on behalf of the VP and the organization.
**Summary of Duties & Responsibilities (but not limited to)**:
- Coordinate complex scheduling and extensive calendar management, as well as management of content and flow of information to senior executives.
- Liaising with internal and external stakeholders to notify COO of pending deadlines, important issues affecting portfolio services and any potential difficulties arising.
- Project coordination for designated COO strategic priorities.
- Material preparation including reports, presentations and minutes.
- Prepare credit card reconciliations and expense reports for COO and direct reports.
- Process and track invoices for departments within the portfolio.
- Support Board committees by preparing agendas, coordinating materials and preparing minutes.
- Event coordination for department and corporate wide events.
- Work effectively as a member of the Administrative Support Team.
- Provide back-up coverage to Reception during lunches and absences on a rotating basis.
- Other duties as assigned.
**Qualifications**:
- Minimum of a college diploma; University degree preferred.**:
- Proven experience as an executive assistant or other relevant administrative support experience, including handling multiple senior management schedules and administrative needs.
- Self-starter who succeeds in a collaborative environment.
- Ability to organize daily tasks, anticipate needs of the management team, and work under pressure.
- Confident communicator with effective writing skills.
- Good project management skills, with project management training an asset.
- Able to use discretion and understand the importance of confidentiality.
- Ability to manage competing priorities, solve issues that may arise, and thrive in a fast-paced environment.
- Advanced knowledge of Office 365 products (Word, Excel, PowerPoint and Teams).
- Strong technology skills and a willingness to learn.
- Financial acumen an asset.
- Ability to attend monthly Board committee meetings after regular work hours.
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