Executive Assistant

7 days ago

Kanata, Canada Western Ottawa Community Resource Centre Full time

Title: Executive Assistant and People Services (HR) Assistant - Bilingual Eng/Fr Preferred

Reports to: Executive Director a

:
**Reporting to the**Executive Director **t**he Executive Assistant provides senior administrative support to the Executive Director, the Board of Directors, Senior Leadership team, and the People Services (HR) Manager. This position is privy to confidential information.

PRINCIPAL RESPONSIBILITIES AND DUTIES:
Provide administrative support to Executive Director

Provide senior-level administrative support to the Executive Director, including coordinating calendar management and meeting preparation;
Compose and edit written materials and provide administrative/clerical tasks such as filtering mail, creating & maintaining filing system, faxing, copying, preparing meeting materials & packages, etc. and handling confidential materials as appropriate;
Liaison between Staff, Board Members and with external clients in order to gather and integrateinformation;
Obtain background/briefing materials for meetings;
Coordinate, track and ensure deadlines are respected.

Provide administrative support to the Board of Directors

Provide all administrative support to the WOCRC Board;
Update the Board Orientation Manual yearly and other related Board materials, as needed;
Ensure submission of Government Services report (Notice of Change Form) each time there is a change on the Board of Directors

Coordinate monthly Board meetings and committee meetings as scheduled, including preparing and sending the agenda and meeting package, catering, and room & IT set-up;
Record minutes at each Board/committee meeting, prepare final minutes and send to the members;
Maintain Board meeting calendar and update the meeting materials binder and virtual shared site, as needed;
Maintain current Board member contact information;
Coordinate contact with prospective Board members as part of the nominations process;
Coordinate the welcoming package and the Board orientation session for new Board Members;
Coordinate and organize the logistics around Board events, such as the Annual General Meeting (including recording minutes), Board Retreat, Board Staff Breakfast and other Board activities;
Track the Board Members volunteer hours on a monthly basis and quarterly reporting to the Volunteer Services Coordinator

**Provide administrative support to Senior Leadership Team**
- Provide occasional support to the Senior Leadership Team as requested.

**Provide administrative support to the People Services (HR) Manager**

As directed by the People Services (HR) Manager:

- Maintain Organizational Chart
- Collects and manages Documents from New staff for onboarding
- Works with the PSM to ensure compliance of current HR files, annual HR File audit and archiving of files
- Keeps abreast of software functions and proposes ways to utilize functions for the best overall support of the HR databases
- Assists with the upload of data to databases and ensures compliance tracking within the databases
- Responsible for Policy Manual Updates

**Perform other related duties as assigned**

**QUALIFICATIONS**:
Education and Experience

Advanced level of administration or Executive Assistant experience;
Post-Secondary education in Office Administration or a related program or an equivalent combination of experience and education is required

Human Resources education or experience is an asset

Experience working in a not-for-profit, community-based health or social service agency;
Experience in establishing administrative systems.

**Language Requirements**

English essential. Ability to communicate fluently in French, spoken and written is preferred.

Computer Competencies

Microsoft Office:

- MS Word - Intermediate to Advanced
- MS PowerPoint - Intermediate to Advanced
- MS Outlook - Intermediate
- MS Excel - Intermediate to Advanced

Internet and website - Intermediate

Boardable, Directorpoint or other Board Portal Software

Other required skills
- Strong interpersonal, problem-solving and organizational skills
- Ability to multitask and prioritize around tight deadlines
- Strong communication skills, both written and verbal
- Editing and proofreading skills
- Available to work flexible hours (i.e. monthly Board meetings and Board Committee meetings)
- Ability to work within a team setting
- Ability to work with a wide variety of individuals
- Ability to work with volunteers
- Knowledge of social services / non-profit sector

Job Summary:
**Responsibilities**:

- Manage executive calendars, including scheduling meetings, appointments, and travel arrangements
- Prepare and edit correspondence, communications, presentations, and other documents
- Assist with financial tasks such as expense tracking, invoicing, and budgeting using QuickBooks
- Conduct data entry and maintain accurate records
- Coordinate and organize meetings, conferences, and events
- Utilize software such as Outlook Calendar and DocuSign for scheduling and document management

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