Executive Assistant

3 months ago

Markham, Canada Kinark Child & Family Services Full time

**Job Description**:
**Job Summary**:
Reporting to the CAO, COO & VP Programs and Services, or the VP, Autism Services, this Executive Assistant provides administrative support and project coordination to the assigned Executive and their direct reports and provides Supervision to the Head Office, Receptionist and Reception area, ensuring stakeholder needs are met.

Kinark has introduced a benefit that gives employees in eligible roles the opportunity to work partially or fully remote if they choose to opt-in for this benefit. This role (Executive Assistant) is assessed as a Remote position requiring mínimal days in the office (0-1 days per week) unless business demands require.

**Summary of Duties & Responsibilities (but not limited to)**:

- Provide schedule management for COO and Directors in the portfolio
- Liaising with internal and external stakeholders to notify COO of pending deadlines, important issues affecting portfolio services and any potential difficulties arising
- Project coordination for designated COO strategic priorities
- Material preparation including reports, presentations and minutes
- Prepare credit card reconciliations and expense reports for COO and direct reports
- Process and track invoices for departments within the portfolio
- Support Board committees by preparing agendas, coordinating materials and preparing minutes
- Event coordination for department and corporate wide events
- Work effectively as a member of the Administrative Support Team
- Provide back-up coverage to Reception during lunches and absences on a rotating basis
- Other duties as assigned

**Qualifications**:

- Minimum of a college diploma in office administration or a related field
- Minimum five years experience in administration support role, handling multiple senior management schedules and administrative needs
- Advanced knowledge of Office 365 products (Word, Excel and PowerPoint)
- Knowledge of WebEx, OneNote, Teams and SharePoint is an asset
- Technologically savvy with a willingness to learn
- Self-starter who succeeds in a collaborative environment
- Ability to lift light objects (5kg/11lb)
- A strong planner, able to anticipate the needs of the COO and team
- Confident communicator with effective writing skills
- Good project management skills
- Able to use discretion and understand the importance of confidentiality
- Ability to manage competing priorities
- Financial skills related to purchase orders, expenses, reconciliations
- Ability to attend monthly Board committee meetings after regular work hours
- Satisfactory Criminal Records Check and Pre-Employment Medical and proof of COVID-19 vaccination (both doses)

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