Executive Assistant to The Vice Presidents

3 weeks ago

Waterloo, Canada Christian Horizons (CA) Full time

**Temporary (One-Year), Full-Time**

**Operations Executive Assistant**

(40 hours/week)

**Waterloo Office**

Under the direction of the Vice President of Operations, the Operations Executive Assistant is responsible for the coordination of varied administrative functions related primarily to providing administrative, organizational, and networking support to the Vice President of Operations (VP of Operations) and Vice President of Information Systems and Technology (VP of IS&T), hereinafter referred to as the “Vice Presidents”. As part of the Executive Office support team, the Operations Executive Assistant will work closely with the team with a high degree of discretion, confidentiality, and tact in all forms of communication. The Operations Executive Assistant must always represent themselves in a highly professional manner, as a representative of Christian Horizons to external and internal stakeholders and as an extension of the work of the VP of Operations and VP of IS&T.

**Responsibilities**:

- Ensure effective time management for the Vice Presidents through scheduling, planning, and strategic management of their calendars.
- Prepare the Vice Presidents for upcoming meetings and deadlines and follow up on action items.
- Manage internal and external meetings, arrange meeting sites and catering as required, prepare agendas, meeting packages and minutes including follow up on action items, and coordinate conference calls and web-based meetings for the Vice Presidents and other committees and working groups as assigned.
- Make travel arrangements and provide logístical support for the Vice Presidents.
- Research, summarize and organize communication, data, and information as requested.
- Assist the Vice Presidents in the monitoring and tracking of departmental expenditures by compiling data and making expense projections.
- Ensure accuracy of expenditures and process invoice payment in a timely manner.
- Proofread materials for accuracy, formatting, completeness, compliance with departmental policies.
- Provide project coordination and IT support to the Vice Presidents by creating, tracking, and updating project status reports, presentations, and project plans, monitoring various Teams channels, as well as supporting project meetings and scheduling, and others as assigned.
- Support the Vice Presidents in data management and analysis by tracking, preparing, organizing, and managing information system data in Excel and other reporting tools.
- Support the Vice Presidents with feedback and ideas on topics that influence the activities of Operations & IS&T through event planning, developing presentations and organizing meeting details.
- Receive and review inquiries and requests regarding services, operational matters, and computer/IT helpdesk, and follow-up with appropriate communication channels as necessary.
- Prepare “In Memoriam” announcements for the passing of people who use our services. Arrange flower delivery, sympathy cards, and payment of such.
- Under the leadership and oversight of the Operations Manager, manage the organization, collection and move of annual archived operational files from districts.
- Provide administrative support to working groups, steering committees, and others as requested by the Vice Presidents.
- Complete assigned projects, such as quality enhancement and communication regarding service issues to Districts, IT support, and other related as assigned by the Vice Presidents.

**Requirements**:

- 3 years previous working experience in a managerial or administrative role preferably in the Developmental Services field.
- University Degree or College equivalent (Business Administration or Social Sciences).
- Specialized analytical, research, report writing, and presentation (e.g., charts and graphs) skills.
- Attention to detail.
- Strong organizational, time management, problem solving and interpersonal skills.
- Advanced verbal and written communication skills.
- Large degree of judgment and planning in completing projects.
- High degree of coordinating effort to achieve results.

**Why Should You Apply?**
- Competitive Wages
- Career Development and Training Opportunities
- Flexible Schedules
- Employee Discounts

**Application Deadline: April 14, 2023**

Salary Range: $58,344 - $65,915

**Job Types**: Full-time, Fixed term contract
Contract length: 12 months

**Salary**: $58,344.00-$65,915.00 per year

**Benefits**:

- Employee assistance program
- On-site parking
- Paid time off

Schedule:

- 8 hour shift
- Monday to Friday

Ability to commute/relocate:

- Waterloo, ON N2J 3C4: reliably commute or plan to relocate before starting work (required)

Work Location: In person

Application deadline: 2023-04-14
Expected start date: 2023-05-01

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