Executive Administrative Assistant

6 months ago

Hamilton, Canada HCA Dance Theatre Full time

**Arts for All (AFA)**'s mission is to activate spaces for neighborhoods to flourish, to create high-quality arts experiences and to empower professional artists.

**Arts For All is a charitable organization of the Hamilton Conservatory for the Arts.** It specializes in working with partners to be ‘art-ready’ - in space, in staff, in thought. AFA sees the arts as training for the future for all areas of life, not just artistic ventures. The Arts nourish a community’s assets, make organizations more innovative, stretch our imaginations and our possibilities. Since 1999, Arts For All has reached over 60,000 children and youth with innovative, high quality arts education and community arts programs.

**Key Responsibilities**:

- Reporting to the Artistic and Executive Director for Arts For All.
- Play a key role in the organization by providing administrative, executive and project coordination support to the Director and Committees.
- Complete full cycle payroll processing for all employees, payments to all involved parties are managed in a timely fashion.
- Identify and streamline processes to assist the Director to optimize time and resources including calendar management.
- Receive and respond to communications (e.g., invitations, requests) from outside stakeholders and the public, escalating priority information to the Director.
- Draft and format internal communications, letters and presentations as needed.
- Administer all Board presentations and communications.
- Create, update and maintain a Master Calendar.
- Support with calendar and logistics management for meetings, events, and travel.
- Assist with monthly expense processing.
- Managing and submitting budgets, expense claims and reports.
- Communication within each organization and documentation of project timelines.
- Assist with the implementation and sustainability of operations by compiling and synthesizing key information.
- Assist with onboarding of new hires by ensuring necessary documentation is completed.
- Manage the day-to-day financial operations as instructed by the Artistic and Executive Director, under his signed approval.
- Support the Artistic and Executive Director on short and long-term financial strategies and create financial reports.
- Create project budgets for events and submit for approval by the Artistic and Executive Director.
- Perform bookkeeping tasks using Quickbooks software including producing reports, conducting audits and performing accounts payable and receivable functions.
- Oversee contract development staff as needed.

QUALIFICATIONS
- A minimum of 3 years’ experience as an Administrative Assistant, preferably in a not-for-profit, arts environment.
- Strong financial management skills related to budgeting and financial reporting.
- Strong understanding of bookkeeping procedures and payroll administration.
- Knowledge of QuickBooks, Microsoft Dynamics 365 or similar accounting software system.
- Demonstrated meeting coordination experience - working with senior staff to coordinate dates, meeting invitations, agenda setting, meeting package coordination, onsite/virtual setup, minutes, follow-up.
- Strong computer skills with proficiency in Microsoft and Google Suites (SharePoint, Word, Docs, Outlook, Excel, Sheets) and remote tools (e.g., Teams, Zoom).
- Acute attention to detail and accurate documentation, records management, and reporting.
- Solid numeracy skills with experience managing and submitting budgets, expense claims and reports.
- High level of professionalism with strong interpersonal, organizational, communication and written skills.

This position is 25-30 hours per week. The hourly pay is $25.00-$30.00 depending on experience.

This position is based in Hamilton. Working on-site when required.

**Job Type**: Part-time

**Salary**: $25.00-$30.00 per hour

Expected hours: 25 - 30 per week

Flexible Language Requirement:

- French not required

Schedule:

- Monday to Friday

Ability to commute/relocate:

- Hamilton, ON L8P 2Z4: reliably commute or plan to relocate before starting work (required)

**Education**:

- Bachelor's Degree (preferred)

Work Location: In person

  • Executive Assistant

    5 months ago

    Hamilton, Canada Shalom Village Full time

    **Executive Assistant** Reporting to the Chief Executive Offer (CEO), this role will provide confidential, executive administrative support to the CEO, Executive Director of the Shalom Village Foundation, as well as occasional support for the Executive Leadership Team. In addition, the Executive Associate will serve as the secretary to the Board of...

  • Executive Assistant

    3 months ago

    Hamilton, Canada Compass Community Health Full time

    Compass Community Health offers primary care health services and health promotion programs to diverse communities and individuals. We are currently seeking an: **Executive Assistant to CIO** **12-month Contract (Full Time 37.50 hours/week)** **(With a potential opportunity of permanent full-time in the future)** **(Annual Salary Range: $53,721 -...

  • Executive Assistant

    4 weeks ago

    Hamilton, Canada Robert Half Full time

    Robert Half is seeking a highly organized, proactive, and detail-oriented Executive Assistant to support our client. This is a full-time permanent position based in the Burlington, ON. The Executive Assistant will be responsible for managing a wide range of administrative tasks, from complex scheduling and travel coordination to strategic project support...

  • Executive Assistant

    5 months ago

    Hamilton, Canada McMaster University Full time

    **Schedule** Monday - Friday - 35 Hours/Week **Education Level** Post-secondary education or equivalent experience. Office administration training **Career Level** Experience working for a university or public sector official. Significant experience in providing strategic advice and support to senior executive and administration. Progressive office...

  • Executive Assistant

    6 months ago

    Hamilton, Canada Ecotrans Group Full time

    Join our team of dedicated professionals as an Executive Assistant and contribute to the success of our organization. **Duties**: - Provide high-level administrative support to executives and senior management - Manage executive calendars, including scheduling meetings, appointments, and travel arrangements - Prepare and edit correspondence, reports, and...

  • Executive Assistant to CEO

    6 months ago

    Hamilton, Canada TEEMA Full time

    **Job Title**:Executive Assistant to CEO **Location**: Hamilton, Ontario **Overview**: **What you will be doing**: - Provide comprehensive administrative support to the CEO, including managing calendars, scheduling meetings, and coordinating travel arrangements. - Prepare and edit correspondence, presentations, and reports using Microsoft Office suite...

  • Executive Assistant to CEO

    6 months ago

    Hamilton, Canada TEEMA Full time

    **Job Title**:Executive Assistant to CEO **Location**: Hamilton, Ontario **Overview**: **What you will be doing**: - Provide comprehensive administrative support to the CEO, including managing calendars, scheduling meetings, and coordinating travel arrangements. - Prepare and edit correspondence, presentations, and reports using Microsoft Office suite...

  • Executive Assistant

    6 months ago

    Hamilton, Canada MHBC Full time

    **MHBC **is an industry leading planning, urban design, and landscape architecture expertise firm established in 1973 that has grown to over 100 employees in 5 offices across Ontario. MHBC is dedicated to providing exceptional service to our clients, with a high level of innovation and professionalism. We are proud of the company culture we have built to...

  • Executive Assistant

    6 months ago

    Hamilton, Canada The Salvation Army Lawson Ministries Hamilton Full time

    POSITION PURPOSE SUMMARY: The Executive Assistant provides confidential administrative support to the Senior Management team (Executive Director & Directors). This position acts as a link between Senior Management, ministry unit staff, and the respective Salvation Army Territorial & Divisional teams. They provide administrative assistance in the areas of...

  • Administrative Assistant

    5 months ago

    Hamilton, Canada McMaster University Full time

    **Schedule** - Monday-Friday 8:30 am-4:30 pm **Education Level** - Post-secondary education or equivalent experience - Office administration and financial management training **Career Level** - 5 years of experience in providing a full range of executive support to senior leader or administrator (preferably in a post-secondary educational setting) -...

  • Executive Assistant

    6 months ago

    Hamilton, Canada Queenston Auto Group Full time

    Queenston Auto Group’s, Employee Value Proposition is centered around fostering a dynamic and collaborative work environment where teamwork, passion, innovation, results, and action are not just our core values but the driving force behind our over 55 years of success. What our employees do truly counts, and we empower them to contribute their unique...

  • Executive Assistant

    5 months ago

    Hamilton, Canada AVL Manufacturing Inc. Full time

    Since 1998, AVL Manufacturing has been responding to industrial markets with turnkey manufacturing solutions. As an independent Canadian company focused on the design, development, engineering, and integration of renewable & nonrenewable power generation, we are committed to exceeding customer expectation. AVL Manufacturing has now transformed into one of...

  • Executive Assistant

    3 months ago

    Hamilton, Canada Harster Greenhouses Inc. Full time

    *Job Overview* We are seeking a highly organized and proactive individual to support a cross-departmental team of management staff by assisting with a variety of daily tasks as well as new and ongoing projects with the goal of improving overall operations and organisation. *Duties* - Manage executive calendars and schedule appointments - Prepare reports,...

  • Executive Assistant

    6 months ago

    Hamilton, Canada Canadian Cancer Society Full time

    Hybrid Work Model_ **WHY JOIN THE CANADIAN CANCER SOCIETY (CCS)?** The Canadian Cancer Society works tirelessly to save and improve lives. We fund the brightest minds in cancer research. We provide a compassionate support system for all those affected by cancer, across Canada and for all types of cancer. As the voice for people who care about cancer, we...

  • Executive Assistant to The Chief Executive Officer

    5 months ago

    Hamilton, Canada Good Shepherd Centres Full time

    **HOURS: Full time, Monday to Friday, 40 hours per week - some overtime will be required to support evening Board meetings and/or other activities.** **Who We Are** The work of Good Shepherd is based on a fundamental belief in providing hope and restoring dignity to the most vulnerable members of our community. Our services include emergency food,...

  • Executive Assistant

    5 months ago

    Hamilton, Canada MHBC Full time

    MHBC is an industry leading land use planning, landscape architecture, cultural heritage, and urban design expertise firm established in 1973 that has grown to 130 employees in 5 offices throughout Ontario. We are currently searching for a **full-time in-office Executive Assistant** to join our team at the **Hamilton Office**. - What we offer:_ -...

  • Executive Assistant to Senior Management

    2 weeks ago

    Hamilton, Ontario, Canada CANADA INC. Full time

    About the RoleWe are seeking an experienced Executive Assistant to provide high-level administrative support to our senior management team at CANADA INC.This is a permanent, full-time position with a competitive salary range of $60,000 - $80,000 per year, depending on experience, and benefits package including health, dental, and vision insurance.Key...

  • Executive Assistant

    2 weeks ago

    Hamilton, Ontario, Canada Dr. Benjamin Klein Medicine Professional Corporation Full time

    Job Title: Executive AssistantWe are seeking an experienced and highly organized Executive Assistant to join our team at Dr. Benjamin Klein Medicine Professional Corporation.About the Role:As an Executive Assistant, you will be responsible for providing administrative support to our senior staff members.About the Company:Dr. Benjamin Klein Medicine...

  • Executive Assistant

    2 weeks ago

    Hamilton, Ontario, Canada Regional Signs Inc. Full time

    Job DescriptionWe are seeking a highly skilled and experienced Executive Assistant to join our team at Regional Signs Inc.About the RoleAs an Executive Assistant, you will provide administrative support to senior management, ensuring seamless day-to-day operations and strategic initiatives.Key Responsibilities:Review and evaluate new administrative...

  • Administrative Assistant

    3 weeks ago

    Hamilton, Canada St. Joseph's Healthcare Hamilton Full time

    **Position Details**: **Posting #**: 29693 **Department**:St. Joseph's Healthcare Foundation **Employee Type**:Temporary, Full Time **If Temporary, Number of Weeks**:14 months **Union**:Non-Union **Openings Remaining**:1 **Schedule**: **Work Days**: Monday to Friday **Time of Day**: Days **Shift**: 7.5 hour **This position may be scheduled at any of the...