Executive Assistant

2 weeks ago

Kitchener, Canada Extend-A-Family Waterloo Region Full time

EXECUTIVE ASSISTANT
Extend-A-Family Waterloo Region

**Qualifications**:

- Minimum Post-Secondary Office Administration Program
- 3-5 years previous experience
- Excellent English verbal and written communication skills.
- Strong organizational, planning and time management skills
- Ability to multi-task, prioritize and balance between process and task
- Good note-taking skills and ability to synthesize and interpret information
- Excellent and reliable attention to detail
- Research and project development skills
- Demonstrate good public relation skills
- Demonstrate confidentiality
- Second language would be an asset

**Role**:
As the administrative support to the Executive Director, Board of Directors and Committees, and the Leadership team, the Executive Assistant will provide high-level administrative support by conducting research, and handling information requests, as well as performing routine administrative functions such as preparing correspondence and board reports, receiving visitors, arranging conference calls, and scheduling meetings.

**Hours and Pay**:

- 35 hours per week. Hybrid work model, approximately 60% in-office. Schedule flexible within assigned duties in discussion with supervisor.
- Starting rate Band 6: $ 23.51 - $24.94 per hour.
- Evening and Weekend meetings scheduled in advance. Consistent with the availability of our volunteer Board of Directors and Committee Members.

**Responsibilities & Functions**:
Reporting to Executive Director, the Executive Assistant’s responsibilities are as follows:
**Provide Support to the Executive Director and Leadership Team**
- Research as requested
- Follow up on actions items from various meetings at request of the Executive Director
- Support for Quality Assurance Measures and Accreditation processes
- Responsible for compiling annual reports or other reports as required.
- Make travel arrangements for Executive Director and others as assigned
- Record keeping, minute taking and filing as required
- Responsible for making and documenting purchases through corporate credit card or other accounts as assigned
- Promoting growth of an organizational culture that reflects organizational values, equity, diversity and inclusion
- Is aware of and adheres to the organization’s Health & Safety policies and procedures and promotes a safe work environment as per the Occupational Health & Safety Act.
- Maintain strict confidence for information discussed at meetings
- Perform other duties as assigned

**Provide Support to the Board of Directors**
- Prepare all documentation required for Board and Committee meetings
- Fulfill role of Minute Recorder for Board and Committee meetings
- Ongoing communication with Board and Committee members as required
- Provide hospitality and IT support for Board and Committee meetings
- Send and collect board survey statistics as required
- Book guests as required
- Maintain strict confidence for information discussed at meetings
- Preparation for Annual General Meeting

**Provide Support for the Organization**
- Point of contact for Ministry of Children Community & Social Services (MCCSS) Database (TPON) Reporting
- Provide MCCSS and other funders with requested information
- Administrative support to reception and Community Ambassador
- Act as backup for office management and hospitality duties such as: file organization, lunch room upkeep, supply orders, maintenance support etc.
- Alternate contact for contractors or landlords accessing the building (during business hours)

**A valid police records check (Vulnerable Sector) and 2 references will be required. Applicants will be required to provide proof of approved Covid-19 vaccination and commit to maintaining vaccination status in good standing as a condition of employment. Alternatively, new staff may adequately demonstrate the need for accommodation based on recognized human rights grounds.**

**Extend-A-Family is an equal opportunities employer. We are committed to ensuring that people with disabilities have the same opportunity of access to employment.**

**Salary**: $23.51-$24.94 per hour

**Benefits**:

- Dental care
- Disability insurance
- Employee assistance program
- Extended health care
- Life insurance
- On-site parking
- Paid time off
- Vision care

Schedule:

- Monday to Friday

Ability to commute/relocate:

- Kitchener, ON: reliably commute or plan to relocate before starting work (required)

Work Location: Hybrid remote in Kitchener, ON

Application deadline: 2023-02-17

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