Executive Assistant

3 days ago

Bolton, Canada Caledon Community Services Full time

**Position Type**:Permanent Full-Time, 35 hours/week

**Location**: 18 King Street East, Bolton ON (hybrid - combination of on-site and remote)

**Minimum On-site Work Requirement**:2 days/week

**Deadline to Apply**:April 19, 2024

**Agency Overview**:
Throughout the entirety of the Town of Caledon, Caledon Community Services (CCS) is helping shape the future of a caring and engaged Caledon community. Our social service programs address community needs in a uniquely challenging and increasingly diverse GTA community. CCS is home to Caledon’s only accessible transportation program, the Exchange Community Hub that includes food support and a range of activities, the Caledon Specialist Clinic, and personal support services for seniors. We offer settlement services and language classes for newcomers and comprehensive employment services for job seekers and local businesses. We provide paid training programs for Caledon youth as well as exciting internships and volunteer opportunities. Finally, we invite the community to shop at Evolve, a retail shopping destination. We host a variety of fundraising events annually. We invite you to volunteer with us. Proceeds raised support service delivery for many of our programs. The breadth of our services makes for compelling opportunities to attract new friends and raise support for our work. **Learn more at ccs4u.org.**

**Our Customer Service Vision: Making it Easy to Ask, Participate and Give**

**Position Overview**:
The Executive Assistant provides administrative and executive support to the Chief Executive Officer, Senior Management Team, and Board of Directors. The incumbent is also responsible for facilitating communication with community committees where Caledon Community Services (CCS) assumes a leadership role and undertakes special projects as assigned.

**Position Deliverables/Accountabilities**:
Under the direction and guidance of the Chief Executive Officer (CEO), the incumbent executes the following:
**Administrative support to the Chief Executive Officer**
- Co-ordinate the Chief Executive Officer’s (CEO) schedule, appointments, reservations, and travel arrangements.
- Brief the CEO on scheduled appointments, meetings, and travel arrangements.
- Screen all calls for the CEO and handle all inquiries within capacity.
- Ensure that materials are prepared in advance of all meetings, provide background information, and arrange for briefings on significant topics.
- Organize meetings, prepare agenda, and take minutes, distribute minutes and follow up on action items from these meetings.
- Prepare correspondence, reports, presentations, briefing notes, and memoranda.
- Track and monitor incoming and outgoing correspondence, requests, and submissions to Caledon Community Services.
- Escalates issues concerning Caledon Community Services that are time sensitive to the attention of the CEO.
- Represent Caledon Community Services by attending meetings and participating on corporate committees, internal planning groups, task forces and working groups on behalf of the CEO.
- Initiate, plan, and carry out a variety of special projects on behalf of the CEO.
- Assist in the development of the board and executive budget.

**Support to Board of Directors**
- Organize Board meetings including the Annual General Meeting; prepare documentation, agenda, letters, and minutes for CCS and its Board.
- Coordinate Board and Committee projects and assist with Board recruitment efforts.
- Post board positions on relevant social media sites.
- Keep records up to date such as the board lists, board calendars, and distribution lists.
- Schedule, attend, and prepare for the committee preparation meetings with the board chair, or committee chairs and the CEO to discuss the upcoming meeting agenda and documents.
- Attend all Board meetings and relevant committee meetings.
- Project manage the creation of the Annual Report in advance of the Annual General Meeting.
- Maintain the board work plan and complete tasks as assigned.
- Maintain the Board orientation package for any new board members and assist with onboarding and scheduling orientation.
- Research information, when necessary, to respond appropriately to queries.

**Support to Senior Leadership Team**
- Provide support for all Senior Leadership Team meetings - prepare documentation, agenda and minutes
- Oversee the coordination and organization of agency events such as booking location, catering, and preparation of documentation.
- Oversee document preparation, formatting, photocopying and delivery - letters, reports, meeting minutes, proposals, seminar materials and other documents as required.

**Meeting and Event Coordination**
- Coordinate agency events including, staff retreats, Annual General Meetings, and impromptu events.
- Some travel will be required to satellite offices and to attend/support off-site meetings

**Other**
- Lead and mentor other administrative personnel.
- Participates in agency fundraising activities

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