Executive Assistant and Office Administrator
3 weeks ago
**Executive Assistant and Office Administrator**
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Hours of work:* Monday to Friday 37.5 hours per week. You will be required to attend meetings outside of the normal workday and occasionally on weekends.
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Application Deadline: *March 2, 2023
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Position Summary*
Reporting to the CEO, the Executive Assistant and Office Administrator ensures overall coordination and delivery of administrative support to the CEO and Senior Management Team and support office.
This position acts as a liaison to the CEO’s Office, coordinating communication and administration with all internal and external stakeholders including the Board of Directors, staff, volunteers and members.
The Executive Assistant and Office Administrator works with the CEO to ensure effective administration of the organization’s governance procedures.
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About HI*
We love travelling. To us, travel isn’t just about going places, it’s also about meeting people, discovering cultures, eating new food and most of all, learning how people do things differently than we do back home.
We believe that through hostelling, we become more conscious about the world around us; and we can even make the world a better place. Our mission is to build a community of conscious travellers who share a greater understanding of people, places and cultures through our network of hostels and people.
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What must you have?*
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Demonstrated senior office administration experience in an Executive Assistant role, ideally in a not-for-profit organization.
- Experience and understanding of not-for-profit governance best practices.
- Bilingual (English and French) is a definite asset
- Professional, adaptable and proactive with a proven track record of providing excellent administrative support at a senior level.
- Professional demeanor and decorum, with the ability to effectively interact with key stakeholders including the Board of Directors, donors, members, Association senior management and hostel teams.
- Strong organizational skills, ability to multi-task and strong attention to detail.
- Proven ability to effectively prioritize workflow and consistently meet deadlines.
- Advanced computer skills, including Microsoft Word, Excel, Outlook and PowerPoint. Experience in using SharePoint and MS Teams is an asset.
- Project management skills.
- Proficient minute-taker with an ability to prepare high-quality, concise meeting minutes.
- Superior communication skills, both oral and written and ability to respond to requests in a professional, diplomatic and tactful manner.
- Must have the ability to deal with highly sensitive issues in a confidential and professional manner.
- Strong decision-making ability.
- Ability to exercise good judgment, show initiative and be proactive.
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What you will be doing*
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Governance support*
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Provide confidential administrative support to Board of Directors.
- Board meetings:
- Documents preparation,
- Hostel reservations & meeting facility, meals
- Participation to the meeting, via Zoom, and preparation of meeting minutes
- Annual Board and corporate filings with relevant governmental agencies.
- HIC Trademark registration.
- HIC domain name registration.
- Participate in various initiatives and committees.
- Maintain HI Canada Board Directory
- Provide administrative support to the HI Canada Board of Directors and Board of Directors sub-committees.
- Coordinate Annual General Meetings (AGM), Special General Meetings (SGM) as well as sub-entity meetings.
- Attend meetings as recorder to prepare accurate and thorough minutes, distribute and follow up on action items for future agendas.
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Executive Support and Office Administration*
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Ensures the provision of prompt, accurate, confidential and professional services to the CEO and Senior Management Team, ensuring all administrative needs are met.
- Calendar management: keeping the CEO calendar up to date, adding and rescheduling appointments as required, and providing reminders.
- Assist with developing, drafting, editing, and formatting various documents (letters, reports, spreadsheets, presentations)
- Supports Association initiatives and projects as required, including management meetings. This may involve sending invitations, collating meeting materials and assisting with general correspondence, managing RSVPs and event support.
- Prepare confidential correspondence; monitor, respond to and distribute incoming communication.
- Conduct research, prepare reports, presentations, documents, and agendas; file and retrieves documents.
- Assist with the preparation of the annual budget for the Administration department.
- Work within our collaboration software to setup and maintain various data including meeting minutes, decisions and actions, and other ongoing activities.
- Entering invoices into our accounting software Global Search.
- Maintain an up-to-date Administration manual.
- Oversee the operation and administering the needs of the regional office.
- Acting as the main contac
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