Executive Assistant

2 months ago

Windsor, Canada Children First Full time

Reporting to the Senior Management Team but ultimately responsible to the Executive Director, the Executive Assistant is responsible for performing administrative duties as required by the Executive Director, Senior Management Team, and the Board of Directors.

**Responsibilities**:

- Provide confidential support to the Executive Director, Senior Management Team, President of the Board of Directors, and other Board members as required.
- Prepare and update all Board-related materials and maintain the Board of Directors SharePoint site.
- Prepare and distribute agendas and other written materials for the Board of Directors.
- Responsible for minute taking, writing, and distribution of the minutes for the Board of Directors, Management Team meetings, and other community meetings upon request from senior management.
- Reserve meeting rooms and coordinate catering for all Board and Committee functions.
- Maintain Agency Policies and Procedures on SharePoint.
- Provide support and coordination for agency special projects, meetings, training events, and functions as assigned.
- Attend and participate in team meetings, staff meetings, training sessions, and other meetings requested by the Executive Director and Senior Management Team.  Coordinate maintenance for office facilities and equipment.
- Coordinate with different streams to gather data, enter new information, and update outdated information.
- Maintain and update databases, SharePoint, HCD-ISCIS, and agency website.
- Process and organize data, preschool speech, and language statistics, and prepare relevant progress reports.
- Coordinate file disclosure activities.
- Offer assistance to the finance administrator and Human Resource supervisor as necessary.
- Must be accessible whenever on duty by cell phone.
- Carry out other duties as may be assigned from time to time.
- Follow the outlined rules and regulations of the Occupational Health & Safety Act (OHSA) and promote and practice safe working conditions to avoid potential injury or harm to self, any employee, or child/family in receipt of services. As a manager, take every precaution reasonable to protect workers, including ensuring workers work in compliance with the OHSA, follow all health and safety policies, and use any personal protective equipment required by the employer.

**Key Qualifications**:

- Graduate of a Community College Office Administration program.
- Minimum of one year of experience in an administrative assistant position.
- Advanced skills in Microsoft Office (Excel, PowerPoint, and Word), and Adobe products.
- Ability to quickly learn to navigate customized client information systems.
- Answer multiple phone lines and direct calls as needed with a professional telephone. manner and respect for confidentiality.
- Capability to work quickly, accurately, and under strict deadlines.
- Exceptional interpersonal skills when interacting with clients and internal colleagues.
- Ability to deal with confidential materials in an appropriate manner.
- Strong planning, organizational, and time management skills and the ability to prioritize tasks efficiently.
- Proficiency in French is considered an asset.

Pay: $46,000.00-$58,000.00 per year

Schedule:

- 8 hour shift

**Education**:

- AEC / DEP or Skilled Trade Certificate (required)

**Experience**:

- Administrative Assistant: 4 years (required)
- Microsoft Office: 4 years (required)

Work Location: In person

Application deadline: 2024-10-07

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