Executive Assistant

3 weeks ago

Toronto, Canada Habitat for Humanity Greater Toronto Area Full time

**Executive Assistant to the CEO**

**Reports To**: CEO

**Division**: CEO's Office

**Terms of Employment**: Full-time, permanent, Monday - Friday (9 am -5 pm)

**Location**: 155 Bermondsey Road, Toronto ON. Habitat GTA currently deploys a hybrid working environment. For this role, we do ask that the applicant is comfortable coming in two (2) days per week, at minimum. Flexibility is needed for some evening and weekend work on rare occassions.

**Who We Are**

Habitat for Humanity Greater Toronto Area (Habitat GTA) is leading the way in addressing one of the most pressing issues of our time: the need for affordable homes. We partner with working families in need of an affordable, safe and secure place to live and enable their family’s ability to thrive. We are a land developer, a home builder, a fundraiser, and a mortgage holder. In support of our homebuilding operations, Habitat GTA operates a retail home improvement store called Habitat ReStore, which sells donated home furnishings, appliances, and renovation materials, with all proceeds helping us build more homes.

Habitat GTA is growing. We are an innovative, entrepreneurial social enterprise that has been increasing our capacity for impact each and every year. Together, we are building a better, more inclusive GTA for everyone.

**The Opportunity**

The incumbent will be integral to the day-to-day coordination of the CEO’s office. You understand the value of CEO time and take a strategic approach to CEO calendar management and meeting scheduling. You will lead the development and management of executive team meeting agendas helping to ensure that executive team time together can have maximum organizational impact. You understand board governance and serve as quarterback for board and committee meeting scheduling, material preparation, board recruitment, and other functions. You are adept at fostering relationships with diverse external and internal stakeholders, including the senior executive team, the board of directors, staff, community partners, volunteers, government and members of the public.

You embrace new challenges and have a diversity of skills that enable you to take on special projects. Beyond your superior organizational skills, attention to detail and interpersonal skills, you have developed deep expertise in one or more of: online research and analysis; written communications and document production; advanced PowerPoint skills; use of video-conferencing and other virtual meeting technologies; social media; or other areas that add value to the CEO’s office.

Most importantly, you share the passion of the CEO and organization for the vital role that “home” can play in transforming the futures of working families and building more fair and inclusive GTA communities for everyone.

**Your Impact**
- Working closely with the CEO to coordinate her calendar and optimize her use of time
- Acting as the first point of contact between the general public, volunteers and staff and the CEO
- Working effectively and collaboratively with all levels of board, management and staff to ensure the proper representation and running of the Executive office
- Supporting the CEO in her role as Board Secretary by leading the preparation and distribution of materials for all board and board committee meetings, management of the board portal, taking minutes at board meetings and serving as liaison with board members
- Supporting the CEO and Director of Strategic Initiatives in coordinating agendas and materials for executive team meetings
- Compiling briefing materials and research to ensure the CEO is optimally prepared for meetings, events, interviews and other functions
- Working with the CEO and the VP, Marketing & Communications team to support CEO communications, including letter writing, staff communications, CEO social media postings, PowerPoint presentations and other materials
- Demonstrating leadership and initiative to take on special projects such as: research on policy issues; coordinating regular reporting to Habitat for Humanity Canada; internet searches on housing trends; and other projects as may arise
- Discerning which priorities and inquiries need to be brought to the CEO’s attention and, where appropriate, redirecting or completing work on behalf of the CEO
- And finally, supporting the diversity of needs that arise in the CEOs office from organizing catering to scouting venues for team off-sites to fielding ad hoc inquiries from the public to replacing printer cartridges and more

**What You Bring**
- A combination of education and previous experience with demonstrated success in executive level administration and project management
- Superior verbal and written communication skills
- Strong interpersonal skills with a high degree of professionalism, confidence and independence in supporting the CEO in a wide variety of complex issues
- Insight into the unique demands of the CEO’s office resulting in the curiosity and critic

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