Executive Assistant

4 weeks ago

Markham, Canada 360°kids Full time

The Executive Assistant is responsible for providing executive & support services to the Chief Executive Officer and the Chief Operating Officer as well as administrative support to the 360°kids Head Office.

**Provides Executive Support**:

- Provides confidential senior level executive support services to the Executive Office (CEO and COO), and serves as a primary contact for the CEO and COO.
- Provides support and acts as a resource to the Executive Office, and provides follow up to assignments given to management staff by the Executive Office.
- Provides status reports on projects and other matters, tracks issues; prepares meeting packages and agenda, action lists and minutes.
- Maintains master calendar of activities for the organization.
- Researches, compiles, reviews, and summarizes data from reports and documents.
- Prepares background information on partners, donors, contacts and funders.
- Assists with all aspects of agency events and planning.
- Maintains, types, updates and distributes agency office staff list, annual and strategic plans.
- Provides Programs Administration support and provides reports and related information to the CEO and COO as required and in a timely manner.
- Responsible for taking minutes for Senior Team and management meetings, co-ordinates and organizes large amounts of verbal and written information.

**Recruitment, Selection, and Onboarding**:

- Arranges the onboarding of new Board and Committee members focusing on providing a positive and effective experience for each volunteer.

**Board of Directors and Committee Support**:

- Notifies Chair and Board Members of Advisory Group meetings and relevant meetings and matters requiring their attention.
- Organizes, arranges and attends Board, Committee & Management team meetings, including
- retreats, coordinating catering (if applicable) and other agency meetings, as required.
- Schedules and coordinates meetings for management team including managing use of multiple meeting room spaces and equipment.
- Responsible for taking minutes, co-ordinates and organizes large amounts of verbal and written information.
- Organizes and plans the Annual General Meeting; including the design and photocopying of relevant materials; mail out to membership; and event logistics.

**Office and Admin Support**:

- Answers telephones using a multi-line system and directs calls to the appropriate contacts and/or services.
- Greets the public coming into the office and directs them appropriately; provides general information in person or by phone.
- Acts as the initial point of contact for 360°kids to the social service network, regulators, staff and to the general public and as such is responsible for providing good internal and external customer service.
- Contact for the head office property management, vendors, contractors and service providers.
- Manages office supplies, ensuring that supplies are maintained, and costs are controlled.
- Oversees the maintenance of all office equipment including computers, printers, faxes, telephone systems, cell phones including ordering of equipment, service of equipment and inquiries regarding equipment.
- Manages the Personal Protective Equipment inventory.
- Manages the Central Calendar and meeting room booking support for Head Office.
- Assists with the on-call calendar updates for the organization (participating in the meetings, when needed).
- Manages the virtual platforms for zoom, teleconference etc. Troubleshooting and answering questions regarding virtual platforms.
- Coordinates the company vehicle including booking, maintenance schedule, liaising with dealer
- Point person for the business card and uniform orders.

**Support Staff and Volunteers**:

- Ensures a supportive work environment through open communication and acting as a liaison between front line staff, management and executive team.
- Assists with coordinating staff events including holiday parties, recognition events, all staff meetings, Lunch n’ Learns, etc.
- Other duties as required.

**QUALIFICATIONS OR SKILLS REQUIRED**:

- Completion of Post-Secondary education in Business Administration or a related field and/or equivalent combination of education and experience.
- Certification as a Certified Human Resources Professional is an asset.
- A minimum of three years’ experience in an Executive Assistant or Administration support position.
- Current First Aid/CPR certification.
- Current vulnerable sector screening (criminal background check).
- Car and valid driver’s license with a clean driver’s abstract.
- Strong office administration skills including accuracy, organization, ability to multi task, and computer knowledge.
- Strong administration and leadership skills including motivation, delegation, coaching/mentoring, empowerment and demonstrated initiative.
- Ability to make decisions and work independently, strong personal ethics, integrity, reliable, time management and organization skills.
- Strong demonstrabl

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