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Executive Assistant

4 months ago

Ajax, Canada Community Development Council Durham Full time

**Job Title**:Executive Assistant

**Department**:Core

**Reports to**:Executive Director

**Hours of work**:8:30 AM to 4:30 PM

**Job purpose**

The Executive Assistant will be accountable for contributing to key initiatives and projects while confidentially interacting with the Management Team and staff as required. The successful incumbent will act on high volumes of information and requests and determine appropriate actions.

**Company Overview**

**Duties and Responsibilities**
- Collaborates closely and effectively with the Executive Director.
- Organize the Executive Director's calendar.
- Support the development of agendas and prepare and distribute meeting minutes as required.
- Draft and review correspondence, memos, presentations, reports and other documents on behalf of the Executive Director.
- Maintain confidential and sensitive information with profound discretion and professionalism.
- Coordinate and arrange agency-wide events, meetings, and conferences, ensuring effective planning and organization.
- Assist with ad hoc projects that may arise, such as staff initiatives, strategic planning, or organizational changes.
- Create, manage and keep up-to-date a centralized agency-wide calendar, share the calendar with relevant team members and departments, ensuring they have appropriate access rights.
- Effectively prioritize conflicting demands, address matters promptly, take proactive actions, and see projects through to successful completion.
- Serve as a liaison between the Executive Director, Management Team, and other relevant internal and external stakeholders.
- Follows up promptly and efficiently with the Management Team to ensure they are well-informed about upcoming commitments and responsibilities.
- Collaborate with HR to systematically maintain and update company organization charts, telephone extension list, emergency fanout list and languages list spoken by CDCD staff (electronic, database and hardcopy).
- Maintain and refine internal processes that support the management team and interdepartmental collaboration.
- Assist with various marketing tasks as needed, such as reviewing promotional materials, ensuring adherence to the agency's brand guidelines.
- Work with the finance team to coordinate effective maintenance of the facility.
- Collaborate with IT and finance to maintain capital assets inventory.
- Participate in promoting positive workplace culture through committee membership and agency activities.
- Manage routine office responsibilities, including ordering supplies.
- Other duties as assigned by the Executive Director.

**Qualifications and Skills**
- Degree or diploma in public administration, business administration or a related field.
- Proven experience in an executive administrative role.
- Experience in the non-profit sector with an understanding of the Agency's role as a support service provider and the issues that face a modern non-profit organization is preferred.
- Strong, clear and professional communication skills (written and verbal).
- Ability to demonstrate initiative and work proactively in a highly organized manner where attention to detail, accuracy, discretion and confidentiality are critical.
- A strong team player with the ability to work collaboratively or independently to achieve goals.
- Strong digital literacy (Excel, Word, PowerPoint, Outlook).
- Experience in planning and coordinating events.
- High level of professionalism and ability to deal effectively with all levels within the agency as well as external partners.

**Additional Requirements**
- The Executive Assistant will work out of an office environment and will be required to lift up to 20 lbs. Prolonged sitting is required.
- The Executive Assistant will need to be flexible in the case of attending evening and/or weekend meetings and events as required.
- A valid Ontario driver's license (Class G), use of a vehicle and insurance with the ability to work in a variety of settings is an asset.

**APPLICATION PROCESS**:Applicants are requested to submit their resume stating salary expectation, while outlining their strengths, experience and aptitude to fulfill the position requirements.

CDCD thanks all applicants for their interest; however, only those asked for additional information and/or selected for an interview will be contacted.

CDCD is committed to providing equal opportunity to all employees. We strive to create a diverse and inclusive workplace that represents the cultural mosaic of the Durham Region and the communities we serve. We recognize the value that comes from the different viewpoints, unique experiences and diverse perspectives of our employees, who bring fresh, new ideas to our business. Diversity plays a key role in our ability to deliver our mission.