Executive Assistant

6 months ago


Toronto, Canada Shelter Movers Full time

**About the Organization**

Shelter Movers is a national, volunteer-powered charitable organization providing moving and storage services at no cost to individuals and families fleeing abuse. We collaborate with local businesses and community agencies to support people, primarily women and children, as they transition to a life free of violence.

Working at Shelter Movers means contributing to a mission that will make a meaningful impact on families experiencing abuse and supporting survivors as they transition to a life free of violence. It also means playing a role in ending gender-based violence. We are growing and looking to add caring, compassionate, and dependable people to our team.

**The Role**

Support the CEO primarily and provide additional support to executive team members, as directed, to ensure that the organization’s goals and objectives are accomplished and that operations run efficiently.

**Responsibilities and Accountabilities**

**Executive Administration**
- Keeping the executive’s calendar up-to-date, including adding events, rescheduling appointments and ensure CEO and COO are briefed and prepared ahead of the meetings and engagements
- Supervise Board Coordinator for preparations for Board of Directors meetings; gather monthly reports from colleagues across the organization; coordinate and prep guest speakers; attend Board meetings and record actions.
- Track, redact and update policies for Board approval
- Maintain contact lists, the board membership list, and update CRA/REQ business portals

**Finance and HR Administration**
- Coordinate daily financial tasks such as accounts receivable and accounts payable processing and management
- Preparing chapter financial reports
- Support Finance Director in processing payroll
- Help maintain the HRIS (Humi), ensuring that employee data is accurate and up-to-date
- Maintain accurate and up-to-date employee records, including personal information, employment contracts, performance reviews, and other relevant documents
- Assist in drafting and distributing internal communications related to HR policies, benefits updates, and announcements
- Assist HR in the recruitment process by scheduling interviews and coordinating interview logistics
- Help coordinate and administer employee surveys to gather feedback on various HR initiatives
- Provide assistance during the employee onboarding and offboarding process

**General Administrative Duties**
- Draft official communication, provide strategic advice and guidance to other administrative staff/volunteers
- Planning and organizing staff events as needed
- Input data promptly in platforms such as the Lobby Registry and the Donor Management System
- Initiate development of agendas, meeting deliverables, and follow-up items as required.
- Any other administrative task supporting the senior management team

**We’re looking for someone who has**:

- 2-4 years of experience in administration, as Executive Assistant, Personal Assistant or similar role
- Excellent Google Workspace skills and strong ability to adapt to new platforms
- Experience in bookkeeping a strong asset
- Outstanding organizational and time management skills
- Excellent communication and interpersonal skills
- Exceptional attention to detail
- Ability to handle sensitive information with discretion and confidentiality
- Fluent French and English oral and written communication skills an asset
- Strong analytical, problem-solving and project management skills with the ability to manage multiple demands concurrently under tight timelines.
- Excellent judgment in setting priorities, identifying and solving problems
- Strong ethics and strives for integrity and excellence in all areas of responsibility
- Strong organizational skills and reliable work habits

**Role Details**:

- 35 hours per week - Flexible work schedule and hours, some evenings required
- Remote position or hybrid work environment, depending on your location
- $45,000 - $60,000 per annum plus competitive benefits

**Salary**: $45,000.00-$60,000.00 per year

**Benefits**:

- Dental care
- Employee assistance program
- Extended health care
- Flexible schedule
- Life insurance
- Paid time off
- Vision care
- Work from home

Schedule:

- Evening shift
- Monday to Friday

Ability to commute/relocate:

- Toronto, ON M4S 2C6: reliably commute or plan to relocate before starting work (required)

Application question(s):

- Are you proficient in Google Workspace?

**Experience**:

- Administrative: 2 years (required)

**Language**:

- French (preferred)

Work Location: Hybrid remote in Toronto, ON M4S 2C6


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