Executive Assistant and Governance Coordinator
2 months ago
**Status**: Permanent Full-Time, Bilingual (Read, Speak and Write in both French/English)
**Annual Salary Range**: $65,000 to $79,000, plus health and dental benefits
**Hours of Work**: 37.5 hours per week - Monday to Friday. This position does require travel and a flexible work schedule, working evenings, weekends, and overnights.
**Location**: Hybrid (Main office located in Toronto, Ontario)
**Openings**: 1
**Application Deadline**: February 21st, 2024 at 11:59pm EST
**Position Summary**:
The Executive Assistant and Governance Coordinator provides timely, professional administrative and communications support to the CEO, Board of Directors and Leadership Team.
**Duties & Responsibilities**:
- Provides day-to-day administrative support to the CEO and members of the Leadership Team, including scheduling, meeting and program logistics, minute taking, travel arrangements, and other supports as needed.
- Act as a key point of contact for the CEO, work with the SCC’s 21st Century Skills Unit to respond to and proactively manage inquiries, requests, and inquiries from youth participants, staff, volunteers, Board members, and the public; prepare routine correspondence as appropriate and to work with the CEO and other leadership team members and the organization to ensure appropriate follow-up.
- Provide travel booking support to the CEO and members of the Leadership team, including booking flights, trains and accommodations. Complete CEO credit card reconciliations and staff expense forms.
- Act as key point of contact and liaison for the CEO with the SCC’s youth advisory groups, ensures CEO is well-connected to the youth participants we serve and work with. Works with SCC team members to set up in-person and/or virtual meetings with youth groups for the CEO to attend.
- Support the CEO in identifying prospective partners and funders to support the SCC’s work.
- Support ongoing SCC ‘Thought Leadership’ by working with the CEO to identify opportunities to externally showcase the work of the SCC.
- Work closely with CEO to curate ‘Thought Leadership’ content for internal and external audiences.
- Work closely with the SCC Finance team to create, maintain or contribute to processes to ensure the smooth flow of operations in areas such as contract review and signing, coordination of the CEO’s schedule, organizational communications and the organization of material for presentation to the CEO.
- Completes minutes for Board, Leadership Team and other distributed leadership meetings.
- Act as secretary to the Board of Directors and assume responsibility as custodian of the organization’s minutes, records and other official documents. Support Board functioning and to meet requirements as outlined by the organization’s by-laws, including managing the organization’s members list. Review legislative changes affecting governance, identify practices requiring updating and manage by-law and process changes.
- Work with the CEO and Leadership team to coordinate the Annual General Meeting, Board meetings, leadership team meetings and organizational retreats.
- Act as spokesperson with others within the organization on behalf of the CEO as appropriate and as directed by the CEO.
- Ensures that key organizational documents and manuals are maintained, published and distributed in an orderly and effective fashion.
- May provide back up and support in office administration; may be assigned other duties as required.
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**Minimum Qualifications and Skills**:
- An undergraduate post-secondary degree or diploma, preferably in business or non-profit administration, or equivalent.
- Five + years of experience as an administrative professional, and a proven track record in the provision of advanced-level support to senior management
- Proficient with MS Office Suite and Social media platforms (advance in MS Excel, Power Point, MS Teams, social media platforms including LinkedIn and Instagram).
- Possess strong verbal and written communication skills.
- Bilingual in English and French.
- Demonstrated ability to work in a respectful manner with groups from diverse backgrounds and experiences.
- Demonstrated ability to multitask, analyze and solve problems.
- Excellent interpersonal and communication skills with exceptional attention to detail and proven ability in preparing reports, composing correspondence and professional communication with internal and external stakeholders.
- Strong analytical abilities, organizational, problem-solving and decision-making skills
- Demonstrated judgment, diplomacy, and adherence to confidentiality. Knowledge of the non-profit social services sector an asset. Commitment to the mission and vision of the organization.
- Be a dedicated and flexible team player able to interact with team members, and colleagues at all levels of the organization.
**About Us**:
The Students Commission of Canada (SCC) is a national inter-generational charitable organization that purposely works with other
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