Executive Assistant

6 months ago

Toronto, Canada Network Child Care Services Full time

**Network Child Care Services** is currently recruiting for a Full Time Permanent (40 Hours per week) status Executive Assistant to the Executive Director.

Reporting directly to the Executive Director (ED), the Executive Assistant (EA) provides efficient, professional, and confidential support for the day-to day operational support to the organization and the Office of the Executive Director.

**Who is Network Child Care Services?**

Network Child Care Services ("Network") is a non-profit, community based multi-site child care agency that has been providing quality child care services throughout various communities in Toronto for over 30 years. Licensed by the Ministry of Education, Network provides equitable and inclusive early years learning and child care programs to support culturally diverse children and their families in one of 20 child care centre programs, a Home Child Care program, Before and After School programs and onsite events child care services across the GTA.

**Minimum Requirements**:

- Post-secondary education in communications, business administration, communications, or a related field
- Minimum three years experience, preferably in the not-for-profit sector.
- Able to maintain strict confidentiality and professionalism, at all times.

**Knowledge and Skills**:

- Demonstrated professional proficiency in English, both written and verbal professional communication.
- Able to use a variety of databases, computer programs to collect information, retrieve data, prepare reports.
- Able to maintain professional relationships and effective interpersonal communication.
- Ability to shift work priorities as the needs of the organization change.
- Advanced proficiency with MS Office, Excel, and Outlook.
- Demonstrated experience working with diverse clients and staff.
- Demonstrated success in building and maintaining positive relationships with internal and external stakeholders.
- Ability to work independently and collaboratively part of a professional team, including Management and Executive Director
- Strong interpersonal and oral/written communication skills; an active listener who communicates respectfully and effectively.
- Strong time management, multitasking and organizational skills; ability to maintain coordination of all moving parts of a project with both a big picture view and an attention to detail.

**The main responsibilities of the Executive Assistant include**:

- Liaises with the Management and Executive Leadership teams, staff members, affiliated Home Child Care Providers, government officials, clients, and external contacts.
- Maintains and safeguards sensitive and confidential information and retrieves secured documentation quickly for urgent matters.
- Represents a point of contact for various projects and keeps up to date with various projects.
- Redirects queries to the relevant departments or Manager, and escalates accordingly.
- Prepares agendas for meetings and supports meetings by recording and distributing minutes.
- Support ED with direct reports. Updates Time and Attendance time cards on ADP payroll platform, noting vacation and time off requests, and updates Outlook calendars.
- Supports office administration team by maintaining attendance, providing feedback and support on complex processes, and providing cover on central phone system if required.
- Purchases office supplies and materials, and researching most cost-effective options.
- Compiles information and prepares executive summaries from various sources. Uploads/downloads reports and documents for ED to provide reports to Board of Directors.
- Data Compilation and Analysis. Prepares enrollment statistics for the ED Board of Directors reports monthly, and writes corresponding data analysis to highlight valuable insights and draw summaries.
- Credit card reconciliation. Digitalizes expenditure receipts and organizes in specific format for Finance department.
- Compiles updated client contact information for mailing lists.
- Arranges Zoom/Teams meeting and minutes for regular daily, weekly, and monthly meetings for departments across the organization and external agencies.
- Supports the Communications and Events department with Special Events logistics for conferences and training sessions including corresponding with venues, booking speakers, purchasing events supplies, circulating mass communications.
- Maintains secured digital filing for confidential reports and operational documents.

**Diversity and Inclusion**

Network is committed to achieving and maintaining equity, respect, dignity and inclusiveness, in all of its activities. Network’s objective is to welcome, support, recognize and honours the uniqueness of each and every individual who is part of the Network community. Network prides itself in embracing and respecting diverse backgrounds, values, and perspectives within its community and strives to create environments and spaces that are safe and comfortable and where everyone is accepted for

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