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Executive Assistant

2 months ago

Etobicoke, Canada Women's Habitat of Etobicoke Full time

Executive Assistant - _14 hours per week_

**AGENCY SUMMARY**

Women’s Habitat of Etobicoke is a multi-service feminist organization supporting women-identified individuals and their dependents impacted by intimate partner and familial violence and poverty. Women’s Habitat provides shelter and services to self-identified women and their dependents who are survivors of violence. Both the residential (opened in 1978) and outreach community services and programs (opened in 2006) offer a suite of trauma-informed VAW services to support self-identified women and their dependents.

**JOB SUMMARY**

Reporting to the Executive Director, the primary responsibility of the Executive Assistant is to ensure the efficient operation of the Executive Office. This is a hybrid position (online and in person) and the incumbent is required to work evenings and may include weekends.

**KEY RESPONSIBILITIES**
- Coordinate and attend board and committee meetings, and other board related meetings/events; record minutes; track action and follow-up items.
- Manage and coordinate the Annual General Meeting event, track nominations and terms, support the scheduling of speakers, manage invitations and other event logistics, meeting related activities such as agenda, minutes, and motions.
- Manage corporate record keeping and reporting.
- Manage in-house and online board file storage systems (Boardable) upload all relevant documents such as work plans, meeting agendas/minutes, by-laws, etc.)
- When required, assist the Executive Director in the coordination and implementation of board related activities.
- Provide general administrative support to the Executive Director including manage filing systems, and technology support.
- Work closely with Executive Director in preparation of funding submissions to different funders including MCSS (Ministry of Community and Social Services) and United Way.
- Collaborate with HR and the Executive Director in the Vulnerable Sector Screening (VSS) process to ensure all new and existing Board of Directors are screened.
- Other duties as assigned by the Executive Director.

**QUALIFICATIONS**
- Undergraduate degree or diploma in related field or equivalent experience
- 3-5 years employment in a related field
- Excellent communication, interpersonal, organizational and analytical skills
- Extensive experience coordinating and managing non-profit Boards, including minute taking, scheduling and coordinating Board meetings
- Demonstrated strong and detailed troubleshooting knowledge as well as general problem-solving skills
- Sensitivity and awareness of cultural, racial, economic and socially diverse communities
- Superior writing, editing and research skills
- Proficiency in Microsoft Office Suite with a solid grasp of information technology systems
- Proficiency with Adobe Acrobat, Photoshop, Illustrator and experience with website platforms is an asset
- Ability to multitask effectively and coordinate multiple projects concurrently as well as respond quickly to changing priorities
- Ability to work with speed, accuracy and consistency

**Core Competencies**:
Each employee will adhere to, and reflect in all areas of her work, the policies, procedures, mission and values of Women’s Habitat. Therefore, each employee will have the following competencies:

- Ensure that the Health and Safety guidelines are followed in accordance with the policies and procedures of the agency.
- Ensure appropriate notification of child abuse as required by the Child and Family Services Act.
- Adhere to and abide by Women’s Habitat’s harm reduction philosophy.
- Ability to conduct trauma-informed work when dealing with agency clients.
- Understand and adhere to the Ontario Human Rights Code at all times and in all aspects of her work.
- Understand and implement anti-oppression and equity principles in all aspects of her work.
- Ability to respond to a crisis in ways appropriate to one’s role at Women’s Habitat.
- Demonstrate willingness and the necessary skills to attend to conflict and tension with colleagues and non-client stakeholders.
- Engage in constructive communication with peers, staff, clients, volunteers and other stakeholders, share information in an appropriate and timely manner and adhere to the agency’s confidentiality agreement.
- Ability to critically examine how she carries out her role and takes responsibility for the impact of her behaviours on others.
- Demonstrate a commitment to continuous learning in order to ensure the delivery of high quality service.
- Has the ability to work collaboratively as part of an effective team to best meet the evolving needs of clients and advocate on their behalf.
- Build strong working relationships and communication with colleagues, the management team and other stakeholders to ensure optimal efficiency and fulfillment of Women’s Habitat’s mandate.
- Ensure timely, accurate and effective communication with regards to Women’s Habitat and/or program