Executive Communications Support
6 months ago
**Purpose**
Reporting to the President & Chief Executive Officer (CEO), the Executive Communications Support provides an extensive administrative and communications support to the President & CEO.
**Key Responsibilities**
Executive Support
- Represent the office of the President & CEO professionally and work closely with the President & CEO in an open, inclusive and supportive style
- Work with the President & CEO and other senior staff on projects, promotions, and other service delivery services
- Coordinate the President & CEO’s schedule, appointments and calendar
- Arrange travel plans, itineraries and agenda for the CEO, including logístical preparation and materials preparation
- Attend events and meetings with the President & CEO as required
- Coordinate VIP visits and meetings
- Assist to manage President and CEO’s social media accounts to ensure professional representation of the President and CEO and the organization.
- Act as a liaison between the President & CEO and TIES staff
Communications
- Social Media Content Creation: Develop proactive content calendar to be utilized and updated throughout the year
- Website Development: Support in the development and maintenance of new website build. Update website content when necessary.
- Promotions and Advocacy: Increase of promotion and advocacy of TIES within the community through collaborating on projects with community organizations. Build social media platform to promote and advocate for TIES.
- Event Planning: Support TIES through planning, implementation and execution of events. For example, TIES Annual Summer Festival, and Annual General Meeting
- Communicate with staff on President & CEO’s behalf and coordinate logistics with high-level meetings both internally and externally
- Communicate on behalf of the President & CEO with Board members, funders, donors and other stakeholders as directed
- Review and edit external communications upon the request from the President & CEO
- Prepare written internal and external correspondence on behalf of the President & CEO
- Prepare, edit and distribute a variety of records and files, including information of a confidential nature
- Draft and review documentation including letters, speeches, and promotional materials supported by appropriate research and critical thinking
- Take and transcribe accurate and high-quality meeting minutes and ensure appropriate follow-up with stakeholders
Community/Public Relations
- Public/Media Relations: Research new opportunities to create awareness of TIES through local media and at community events
- Compile and organize documentation for meeting and planning sessions; assist with reporting to leadership and stakeholder groups
- Prepare and design agency materials (audio, visual, and printing) if required
- Attend community meetings and consultations as requested by the President & CEO
- Offer presentations on behalf of the organization as directed by the President & CEO
Fund Development
- Identify grant proposal opportunities, disseminate them to the appropriate department and follow through
- Assist in the development and submission of funding proposals and reports as requested by the President & CEO
- Assist and provide support to organization fundraising events
Board of Directors
- Set up, and prepare proper documentation and materials for the Board meetings
- Provide support and assistance for Board retreat and Board committees including materials and documentation preparation
Perform other job related special tasks and projects assigned by the President & CEO
**Competencies (define the abilities, skills, motivations, knowledge and traits to perform the job)**
Knowledge
Knowledge of:
- Microsoft Office Suite (Including Word, Excel, PowerPoint and Outlook)
- Mac Operating Systems
- File management
- Fund-raising data management systems
- Adobe Creative Suite (Photoshop, Illustrator, InDesign)
- Adobe Premiere / iMovie / Final Cut X
- Social Media Platforms (TweetDeck, Facebook Insights, MailChimp, SurveyMonkey)
- Google (analytics, AdWords, MyBusiness)
- Awareness and sensitivity to diverse audiences
- PIPA/FOIP
- Media and video design
**Skills**:
- Excellent organizational skills
- Adaptability/flexibility
- Exceptional writing skills
- Strong verbal communication
- Decision making
- Critical thinking
- Multi-tasking
- Detail oriented
- Time management
- Interpersonal
- Initiative
Traits
Ability to:
- Maintain the highest level of confidentiality and integrity
- Work independently and with demonstrated strong judgement and decision making abilities
- Be a team player and problem solver with task oriented mind
- Be sensitive to cross-cultural communication
- Work with a broad range of people including major donors, Board members and all staff at TIES
- Learn and adapt quickly to new software systems
- Plan, prioritize and organize work with multiple demands and deadlines
- Handle stressful situations with professionalism, tact and diplomacy
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