Executive Assistant to Vp, Operations

7 months ago

Toronto, Canada SAVE THE CHILDREN-CANADA Full time

**Executive Assistant to Vice President of Operations, Toronto, Full Time Permanent**

Save the Children believes every child has the right to a future. In Canada and around the world, we do whatever it takes - every day and in times of crisis - to support children to fulfil their rights to a healthy start in life, the opportunity to learn, and protection from harm. With over 100 years of experience, Save the Children is the world’s first and leading independent children’s organization - transforming lives and the future we share.

**The Impact You Will Make**:
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 VP of Operations to ensure their diary supports their strategic priorities. Key responsibilities include complex schedule management to support effective use of the VP Ops’s time, preparation of presentations, reports, briefing documents and ensuring the VP Ops is well prepared for meetings, in particular Senior Leadership Team 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 Executive Director, Finance and the Director, International Programs & Partnerships.

**Responsibilities include (but are not limited to)**:
**Executive Liaison & Communications Support**
- Lead any preparation required for meetings; including but not limited to coordinating agenda topics, briefing materials, pre-read, presentation creation and background documents.
- Prepare and coordinate 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.
- Support development of Board presentation materials and ensure accurate notes are taken and distributed to relevant stakeholders.

**Logistics Coordination**
- Accurately maintain calendars to coordinate meetings and logistics.
- Prepare information packages and itineraries for external visitors.
- Support meeting logistics for workshops & meetings (internal & external).

**General Administrative Support**
- Support 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.

**Qualifications 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 independently and interdependently.
- Skilled at sustaining corporate knowledge through document control and effective communication.
- and multi-task in order to meet deadlines.
- Capable of thinking ahead,

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