Executive Assistant

3 weeks ago

Brampton, Canada Hope 247 Full time

Position Title: Executive Assistant

Reports to: Chief Executive Officer

Job Summary:
This is a small agency with a vital role in the community. It will increase in scope with the number of professionals and require a person to become an integral team member.

Employment Hours
- 8:45 AM to 5:15 PM
- (1hour for lunch.) Monday to Friday.

General Duties
- Maintain the appearance of the front reception, office, and lobby areas.
- Handle any incoming inquiries on the business line, directing them to the appropriate individuals.
- Greet all visitors, contractors, and non-agency workers. Ensure that the proper parties are notified of any arrival. Provide water, coffee, and tea to clients and guests.
- Clerical duties include photocopying, faxing, filing, and data entry.
- Organize and maintain the Agency archives, including coordinating the Agency's yearly archive process and file deletion.
- Maintain highly sensitive (secure) related documents.
- Assist with preparing events, meetings, or conferences by arranging for coffee/tea and lunches, preparing agendas or documents, and scheduling meeting space and attendees.
- Participate actively and constructively as a team member with the Agency as a whole; attend team meetings; participate in planning, development, and evaluation.
- Timesheets, expenses, statistics, and all other forms related to program duties must be completed and submitted according to the expected timelines.
- Maintain a favourable Agency profile in the community.
- Help promote Hope 24/7 in the community.
- Complete callouts for Relief Workers and maintain Crisis Line/schedule

**Required Skills**:

- Previous experience in a not-for-profit/charity agency is considered an asset.
- Knowledge of issues related to trauma victimization will be considered an asset.
- Accuracy and attention to detail are a must.
- Proven ability to establish and maintain effective working relationships internally and externally with staff, management, volunteers, suppliers, community partners and external stakeholders.
- Effective interpersonal and communication skills (including oral, written and visual).
- Strong organizational and time management skills, multi-tasking, and meeting deadlines.
- Comply with all agency rules and procedures about client safety, health and safety, risk management, and other areas.
- Demonstrated sound judgment and the ability to be decisive in any crisis.
- Maintained agency bulletin boards and updated the website per the CEO's directions.
- Create and modify documents such as reports, memos, letters, and other documents using MS Word processing, Excel, PowerPoint (and other presentation tools), Office, Teams, Zoom, and familiarity with database processing techniques on the Apple platform or including advanced knowledge of Apple Pages, Keynote, and Numbers.
- Experience using shared drives and graphic design skills are assets.
- Ability to work flexible hours (evenings, weekends) as required.
- Ability to work under stress.
- Adhere to all agency protocols, procedures, and policies, including the Code of Conduct, Confidentiality and Conflict of Interest Policy, Health and Safety Program, and any policies related to the role.
- Adhere to the Corporate Code of Conduct.
- Adhere and comply with Section 28 of the Occupational Health and Safety Act.
- Obtain proper consent(s) before sharing information. (PIPEDA)

Education Requirements
- A post-secondary diploma in business or office administration from a recognized college and/or equivalent as determined by the agency, along with a minimum of three years of relevant experience in an administrative position.

**Job Type**: Part-time

**Salary**: $18.00-$20.00 per hour

Schedule:

- Monday to Friday

Work Location: In person

Expected start date: 2024-04-15

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