Executive Assistant

3 weeks ago

Ottawa, Canada Amnesty International Canada Full time

**Hours**: Full-time (37.5 hours/week)

**Duration**: 6 months contract to cover a leave period

**Location**: Ottawa - Hybrid

**Salary**: 60,786.55

**Travel**: Some travel required between Ottawa and Toronto office

**Deadline**: Applications are accepted until 5pm (eastern time) Monday, May 1st, 2023

The **Executive Assistant** will join Amnesty International Canadian Section (English Speaking) or AICSES during an exciting time as the organization moves forward with its new strategic framework. This individual will work closely with colleagues across the section to implement improved processes, practices, systems, and tools to ensure they are equitable, transparent, and efficient.

**WHAT YOU’LL DO**

**Executive Director Support**
- Support the Executive Director’s calendar by scheduling events, meetings, travel arrangements and troubleshooting scheduling conflicts
- Ensure and proactively build breathing space between meetings and engagements, and keep the ED on track with commitment to self-care, time off and holidays
- Support any travel arrangements including booking accommodation and tickets
- Complete expense reports, invoice processing, monthly expense, and budget reports for the Executive Director
- Foster warm, thoughtful relationships with all who engage with the Executive Director. This role reflects strongly on the organization values and leadership
- Manage requests from staff and external parties as required

**Board Support**
- Provide comprehensive support to the Board of Directors and Board Committees. This may include coordinating and attend meetings; prepare and distribute agendas and meeting materials; arrange meeting facilities and catering; record and maintain minutes and and/other governance tasks as assigned
- Support the logístical planning of Board meetings and events, including but not limited to, the quarterly board mailings, committee meeting schedule/agenda, annual Global Assembly and regional forum, Board retreats, regional and annual Board events
- Respond to questions concerning Board meeting arrangements, receiving and distributing Board documents and background papers on behalf of Board members, and ensuring Board members are informed of meeting arrangements
- Play lead role on board governance affairs, manage board recruitment and orientation, and coordinate with the Fundraising department for any board prospecting activity
- Submit invoices for payment, prepare cheque requisitions and expense reports for the Board of Directors
- Support Board Chair communication needs with relevant materials and information, in collaboration with the SG and ED
- Where needed (and working in partnership with Fundraising), support the cultivation, solicitation and stewardship plans for prospective and current donors, including drafting relevant materials such as briefing notes, meeting materials, and donor correspondence

**Annual General Meeting**
- Support with the coordination and delivery of the Annual General Meeting held each year by ensuring key governance tasks related to the board and membership are timely and completed
- Ensure the Bylaws and Standing Orders are current version and post to membership portal no later than 120 days prior to each AGM
- Draft minutes of the AGM plenary sessions and sent to the Board with required attachments for their review; Post AGM Draft Minutes no later than 60 days prior to each AGM
- Provides support to the various committees (Nominations, Resolution etc.) while adhering to the key requirements outlined
- Provide logístical support to committee chair in planning and providing tools for the committee to meet and carry out their work (i.e.: providing access to Office 365 suite)
- In collaboration with the AGM Committee or various other AGM roles, responsible to coordinate and carry out the tasks associated with providing and online platform for the Board Election
- Act as the rapporteur during the AGM main plenary sessions

**WHAT WE’RE LOOKING FOR IN A CANDIDATE**

**Required Qualifications**
- 3 years of experience providing high level executive support to senior executives and/or board members, preferably in an international organization OR an equivalent of 3-5 years of professional education and related experience
- 2-3 years' experience with organizing annual general meetings for membership-based organizations
- Demonstrated experience with project management and calendar management with excellent organizational and time management skills
- Previous experience coaching, mentoring and managing a team
- Proficiency in Excel, PowerPoint and Microsoft Office suite (Teams, Forms, Planner) is required
- Demonstrated ability to develop effective and comprehensive reports and presentations for various audiences including executives and board members
- Ability to collect, analyze and effectively communicate data
- Ability to manage multiple tasks, prioritize changing demands and proactively anticipate needs
- Ability to demonstrate prof

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