Executive Assistant
2 months ago
The Executive Assistant provides support to the Executive Director, acting with little supervision, anticipating needs, while managing the day‐to‐day workflow and prioritizing various projects. This includes administrative duties, scheduling, contract management, preparing materials for meetings, and participating in a wide range of special projects.
The Executive Assistant will develop a strong relationship with Board members, executive committee, managers, coordinators, staff, external agencies, and the overall community. For this reason, a collaborative approach is expected. This role requires the ability to maintain absolute discretion and confidentiality expected of a professional at this level.
- **Scope and Complexity**_
The Executive Assistant demonstrates leadership by providing advice and guidance to others both internal and external to the Society and provides assistance to Board Members and senior excluded staff members regarding policies and procedures. Liaises with Board members and senior staff members to investigate issues, collect information and decide when/how and to whom information should be disseminated. The EA works independently and must exercise sound judgement and problem solving skills to complete work and assesses the demands of the Executive Director’s office and where appropriate handle issues both in person and through written communication.
- **Communications**_
- Internal and External_
The majority of internal communication is with the Board, Executive Committee members and the Executive Director. The EA also has direct contact with management and front line staff throughout the Society. On behalf of the Executive Director responds to issues throughout the Society, liaising with staff to follow up on action items, gathering information and providing direction on work required by the Executive Director. The EA has direct contact with the general public and government representatives. Communications can be sensitive and the EA must utilize a thorough knowledge of the Society in addition to strong communication and interpersonal skills to respond effectively to enquiries.
**Duties and Responsibilities**
1. Maintains an awareness of issues and problems under discussion at the Executive Director level and uses discretion in receiving and handling incoming calls or correspondence either by responding in person or referring matters to the attention of senior staff. Initiates action as required. Collects and analyses information for review by the Executive Director, reads and coordinates incoming and outgoing correspondence. Maintains a follow-up system to ensure that action has been taken or replies have been initiated.
2. Coordinates the creation of the Progressive Housing Society Annual Report.
3. Performs a variety of clerical duties related to fundraising including liaising with other staff involved with fundraising and completing related documentation.
4. Various communication duties
- ex. newsletters, bulletins, etc.
5. Responds to requests for information of the Society, including service descriptions, donations, volunteer opportunities and media information.
6. Performs secretarial duties for the Executive Director including recording, drafting and distribution of minutes, producing a variety of confidential documents including correspondence, memos, reports, meeting agendas using a range of word processing and spreadsheet software packages, creating tables, charts and spreadsheets. Responsible for the quarterly creation, coordination and distribution of the client newsletter.
7. Implements and maintains filing systems for a variety of documents including correspondence, reports and minutes. Designs and maintains bring-forward systems for the Executive Director and the Board.
8. Reviews contracts for accuracy, consistency and basic integrity, drafting amendments for contract extension and modification, monitoring the reporting of deliverables and ensuring that payments have been made in accordance with contract provisions.
9. Participates on Society committees/project teams as assigned.
10. Ensures client rights of privacy and confidentiality are maintained in accordance with policy, and as required by law or contractual agreement, except in consultation with the Executive Director for the proper operation of services.
11. Maintains a current knowledge of and complies with all Progressive Housing’s policies and procedures.
12. Performs other related duties as assigned.
- **Required Qualifications**_
- Relevant post-secondary education equivalent to two years of study plus five (3) years' executive level administrative experience. At least one (1) year in a non-profit environment (preferred)
- Minimum typing speed of 60 words per minute
- Excellent communication skills, both verbal and written
- Ability to investigate issues and gather relevant information proactively
- Legal writing skills and knowledge of proper format and citations
- Ability to pla
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