Executive Assistant to The Vp, Communications

4 months ago

Toronto, Canada Indspire Full time

_Executive Assistant to the VP, Communications & Marketing_
- Full Time/Permanent_
- Toronto/Six Nations, ON_
- Annual Salary Range: $73,907 - $92,384_
- Closing Date: September 20, 2024_

Indspire has grown and developed into one of the Top 10 Charities of Impact in Canada, that invests in the education of First Nations, Inuit, and Métis people for the long-term benefit of these individuals, their families and communities, and Canada.

**Key Responsibilities**
- Providing senior level administrative support and advice on key initiatives.
- Assisting with prioritization and management of workload, ensuring sufficient capacity to allow the VP, C&M to focus on delivering Indspire’s strategy and plans.
- Delivering sophisticated calendar management to include, prioritize requests while avoiding conflicts and ensure smooth day-to-day engagements.
- Providing daily briefings keeping the VP, C&M informed; anticipate their needs in advance of meetings.
- Researching and preparing materials for various commitments, in advance of meetings.
- Prioritizing incoming issues and concerns addressed to the VP, C&M, including those of a sensitive and confidential nature, determining the appropriate course of action, referral or response, and routing or dealing with less complex matters directly (as appropriate.)
- Using initiative, diplomacy and tact, prioritizing and/or redirecting inquiries and/or providing information to a wide range of internal and external stakeholders.
- Performing highly independent, specialized administrative tasks, including preparation, research, investigation, review, control and coordination of various documentation, processes, office equipment, systems and supplies.
- Organizing and maintaining up-to-date manuals on departmental SOPs and guidelines. May direct and train others on office processes and procedures.
- Maintaining and ensuring the security of relevant VP, C&M confidential electronic and paper files, agendas, materials and reports.
- Developing, coordinating, and maintaining a records management system.
- Preparing a variety of correspondence, including reports, messaging and briefing notes for the VP, C&M.
- Preparing, monitoring, and reporting annual departmental workplan and KPIs.
- Supporting the VP, C&M in monitoring budgets, ensuring goals are met, keeping VP, C&M informed about variances.
- Preparing, monitoring, and reconciling VP, C&M Visa and expenses.
- Ensuring efficient and accurate administrative systems and procedures, identifying gaps as appropriate.
- Handling special projects.

**Qualifications**
- Completion of a college diploma in business administration or equivalent
- Progressive experience, usually demonstrated through at least 5 years’ in providing administrative assistance to a Senior Executive
- Proven self-starter who takes initiative and thrives in a fast-paced environment and has a keen eye for detail and accuracy.
- Knowledge of the issues affecting Indigenous peoples and experience in Indigenous communities strongly preferred
- Excellent interpersonal skills, professional and mature attitude. Able to build effective working relationships with all levels of an organization and with external stakeholders.
- Demonstrated experience in organizing complex travel arrangements.
- Strong writing skills and ability to draft correspondence that is clear, concise, and grammatically correct.
- Demonstrated ability to conduct research and provide effective administrative support
- Proven organizational skills, time management and priority setting skills to meet tight deadlines.
- Ability to exercise discretion, judgement and demonstrates a high level of professionalism
- Demonstrates problem solving and analytical skills. Demonstrates experience in trouble shooting and finding solutions to information technology issues
- Able to work and make decisions independently and without direct supervision
- Proven skills with a variety of software packages; Microsoft Office (Word, Excel, and Power Point)
- Ability to work with sensitive information with complete confidentiality.
- Occasional travel within Canada is required.
- Occasional travel between Six Nations and Toronto offices is required.
- Must be able to work occasional evening and weekends and possess a willingness to travel within Canada.

**Benefits**
- Hybrid workplace that provides combined flexibility to work from home and in the office.
- Competitive Benefits Program & Pension.
- Opportunities and support for professional learning and growth.
- Being a part of shaping the future of education for Indigenous people in Canada.

**Deadline for Applications: September 20, 2024, at 5:00 pm EST**

Pay: $73,907.00-$92,384.00 per year

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