Executive Assistant

1 month ago

Toronto, Canada Doctors Without Borders Canada Full time

**WORKING WITH US**

MSF Canada is a people-focused humanitarian organization that is proud to offer a diverse, collaborative, and inclusive work environment. We strongly believe this approach enhances our work and we're committed to equity in employment. The organization seeks to attract and engage the best professionals to join and maintain meaningful, productive and lasting work relationships. We embrace diverse motivations and backgrounds of people working together to exhibit their passion in action for the social mission of MSF.

**Position Level**: Individual Contributor

**Department**: Executive Director's Office

**Position Status**: Temporary, 1 year

**Activity Rate**: 100%, 37.5 hrs/week

**Location**: Toronto

**Salary Grade**: Level B on the MSF Canada Salary Grid, $58,762 per year

**Status**:Must be legally authorized to work in Canada; MSF Canada is not in the position to support a work permit process for any applicant outside of Canada.

**Benefits**:Health Spending Account, Lifestyle Spending Account, group insurance (Life, Dependent Life, AD&D), Peace of Mind plan (i.e. prescription drugs, accidental dental, hospital care, etc.), 5% RRSP contributions (no matching required), starting 4 weeks' Vacation/year, flexible work hours, annual professional development budget, Employee and Family Assistance Program (EFAP), internal psycho-social resources, and a positive and innovative office culture grounded in our core values of humanity, integrity and results.

**Impact Statement**

Reporting directly to the Executive Director (ED), the Executive Assistant is responsible for maximizing the efficiency and functioning of the ED Office by providing a high level of administrative and logístical support to multiple senior executives. As the main interlocutor between the ED and many staff and public and private stakeholders, the Executive Assistant must be diplomatic and results oriented, with excellent writing and communication skills and a demonstrated capacity to effectively prioritize workflow in a fast-paced environment, identify priorities, adapt, and respond accordingly. As a key member of the ED office, the Executive Assistant is part of all Management Team (MT) meetings and is expected to work creatively to ensure the smooth integration and adoption of management initiatives.

**Key Responsibilities**
- Coordination of events and scheduling for team of executives in the ED's Office in all aspects: communications, logistics, etc
- Manage relationships and networks for the ED, liasing with the Board & Association as needed,
- Coordinate all communications from the ED's Office to MSF Canada and the greater movement as required
- Execution of all administrative functions within the ED's Office, including but not limited to, appointments and scheduling, minute-taking, filing, etc

**Job-Specific Competencies**

**Relationship Management and ED Office Representation**
- Clarify, prioritize, and follow-up on incoming issues and concerns addressed to the ED office, including those of a confidential nature. Determine appropriate course of action, referral, or response, practicing discretion and acting accordingly.
- Contribute to screening and managing communications with internal and external stakeholders (including general public, MSF donors, the senior management team and other MSF entities), in certain circumstances determining appropriate response on behalf of the ED office. Draft and proofread a range of internal and external correspondence on behalf of the ED.
- Coordinate internal communications from the EDO/ MT for All Staff, drafting, coordinating content with contributors and proofing.
- Facilitate networking on the ED's behalf.
- Plan and coordinate functions, conferences or special events involving internal/ external stakeholders on the ED's behalf, ensure and facilitate cross-departmental coordination, liaising with the MT, Events Officer, and/or National Association Coordinator (NAC) around these events to ensure maximum impact and achievement of shared objectives.

**Executive Coordination to the ED Office**
- Coordinate and schedule the ED's agenda, including appointments, reservations, and travel arrangements and itinerary and assist with preparation for events, meetings, media, and donor engagements.
- Keep ED informed of upcoming commitments, relevant research background material, and following up appropriately.
- Schedule and organize all aspects of senior management team meetings (Mt/ MT+ retreats, virtual and online meetings), assist in preparing agendas and handouts, take minutes, and circulate necessary information where appropriate.
- Coordinate and facilitate internal all staff meetings, forums, and engagements on behalf of the EDO
- Liaise with the Board Administrative Assistant to maintain a logístical link between the Executive and Board
- Maintain an action log of decisions and actions following MT/MT+ meetings, distributing and coordinating next steps as appropriate.

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