Executive Assistant

2 weeks ago

Toronto, Canada The Macaulay Child Development Centre Full time

**The Macaulay Child Development Centre** is a multi-service, child care and family support agency.

Established in 1932 as a non-profit, charitable organization, Macaulay promotes the optimal development of children in partnership with their family and community.

Macaulay offers a dynamic and innovative workplace with a culturally diverse staff that allows individuals to learn, develop and succeed in their career.

**Executive Assistant (Permanent Full Time)**

**COMPETITION NUMBER**:E23-01-60

**HOURS OF WORK**:Full Time (7 Hours/Day)

**START DATE/TERM**: Immediate

**REPORTS TO**:Chief Executive Officer (CEO)

***:
The Executive Assistant will provide executive support to the CEO in a 1-1 working relationship. The Executive Assistant will serve as the primary point of contact for the CEO and gatekeeper to the CEO’s schedule, also serving as a liaison with the Board of Directors.

**RESPONSIBILITIES**:

- Provide calendar management; prioritize inquiries and requests, troubleshoot conflicts for CEO
- Support CEO with internal and external communications
- Support and manage requests and projects to meet the objectives of the CEO
- Manage all scheduling, expenses and travel logistics for the CEO
- Prepare and edit presentations, reports, and memos to Funders and partners on behalf of CEO
- Drafts, proofread and sends letters and correspondence on behalf of CEO
- Prepare, file and edit all financial and budget documentation in support of CEO
- Manages all governance materials and monitors legislation and regulatory requirements
- Support the CEO in strategic communications, organizational strategy, and all other special projects as assigned (AGM, Annual Report, etc.)
- Organize and attend meetings and events for Board of Directors and Board committees (i.e. Annual General Meeting)
- Serve as a liaison to Board of Directors
- Prepares Board package for Board of Director meetings
- Prepare agendas and minutes of Management meeting, Senior Management Team meeting and Board meetings
- Maintain policy and procedure manual and schedule for review
- Support CEO with donor/funder relations
- Maintain quality filing and communications systems including contact management, document management, and archiving on behalf of CEO
- Conduct research and analysis on issues of interest to the CEO
- Assist in other administrative tasks as assigned by CEO

**QUALIFICATIONS**:

- University degree, College diploma/certificate or an equivalent combination of education/experience in business and or office administration
- 2 years related administrative experience supporting senior leaders
- Excellent interpersonal, written and verbal communication and listening skills
- Ability to take direction with the ability/flexibility to adapt to multiple business requirements and changing priorities
- Strong organizational capabilities and time management skills to manage multiple projects with the ability to multi task and prioritize effectively
- Demonstrates a high degree of initiative and problem solving with keen attention to details
- Highly motivated to continually strive for excellent results including on-going improvements to work processes
- Meticulous records maintenance skills
- Demonstrated ability to build and maintain effective work partnerships with colleagues of diverse backgrounds, abilities and identities
- Highly skilled to manage confidentiality and privacy diplomatically
- Proficiency in the use of the English language, both oral and written is required
- Able to work independently and within a team environment
- Available to work flexible hours including 2-3 evenings per month
- Experience working with a board of directors and or not-for-profit sector would be an asset
- Acceptable Vulnerable Sector Police Reference Check

**SALARY**: Executive Assistant Salary Scale ($51,411- $59,315 per annum) with Competitive Benefits Package (health & dental), Defined Pension plan, and paid time off entitlements (starting at 20 vacation days & 3 float days)

***:
**THIS POSITION IS NOT WITHIN THE CUPE LOCAL 2563 BARGAINING UNIT.**:
**INTERNAL APPLICATION PERIOD FOR CUPE LOCAL 2563 BARGAINING UNIT**:
May 30, 2023- June 5, 2023

**Date Posted**:May 30, 2023
- ___________________________________________________________________________________________________________________________

The Macaulay Child Development Centre is committed to service and employment equity.

The Macaulay Child Development Centre values the diversity of people and communities and is committed to excellence and inclusion. We welcome qualified individuals who contribute to the diversity of our staff group.

The Macaulay Child Development Centre offers accommodation for applicants with disabilities in its recruitment process. If you are contacted regarding a career opportunity, please advise if you require accommodation.

We thank all applicants for their interest in our organization; however only those selected for an interview will be contacted.

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