Executive Assistant

2 months ago

Greater Sudbury, Canada United Way Centraide North East Ontario Full time

**Executive Assistant - Bilingual**

Permanent full-time position (35 hours per week) based in our Sudbury office.

**The opportunity**:
United Way Centraide North East Ontario/Nord-est de l’Ontario (UWCNEO) is currently seeking an experienced, positive individual with great office administration and superior communications skills to join our team of do-gooders. Reporting to the Executive Director, the Executive Assistant will be a key member of our front-line team, assisting in a broad variety of administrative tasks and responsibilities.

**Purpose of Position**:

- To assist in a broad variety of administrative tasks and responsibilities
- To support the work of the Executive Director

**Key Responsibilities**:

- Provide administrative and operational support to the Executive Director.
- Provide administrative support to the Board of Directors and Finance and Allocations Committees, and others as required (minutes, preparation of Board packages, etc.)
- Provide administrative support to the allocations process as required.
- Provide administrative support to the Revenue Development team as required.
- Capture accurate information into ANDAR database and perform data entry, searches, and create reports for Executive Director as required.
- Prepare confidential correspondences.
- Organize and schedule appointments and conference calls and ensure required materials are ready and on hand for the Executive Director.
- Answer phone calls to the main line in a courteous and efficient manner and direct to the appropriate person. Manage the phone system including mailbox updates/changes.
- Manage mail.
- Work with office volunteers to identify and assign office duties as needed.
- Maintain/manage office space, equipment, and supplies, and work with vendors to ensure efficient operations of the office.
- Prepare venues and materials for meetings, and host collaborative community meetings and events as needed.
- Provide proactive administrative assistance to the Executive Director as requested including, but not limited to, scheduling, record keeping, filing, and preparation for meetings and/or projects.
- Draft and prepare and file correspondence, e.g., letters of support, minutes, reports, etc. as required.
- Plan/implement or support special events/projects as required.
- Other duties as assigned.

**Qualifications**:

- Post-secondary education or equivalent.
- Two years’ experience in a busy office, or ability to demonstrate equivalent skills and abilities.
- Detail and process oriented.
- Fluent bilingualism (French/English).
- Superior written communication skills, including drafting material, editing, and proofreading.
- Strong organizational skills to determine work priorities and manage multiple projects in a fast-paced environment.
- Access to a reliable vehicle and a clean drivers abstract.
- Ability to work a flexible work schedule with some evenings and weekends is required. Typical work week is Monday to Friday from 8:30 am to 4:30 pm in the Sudbury office.
- Experience in working with a Board of Directors.
- Experience in maintaining impeccable records.
- Ability to work independently and proactively to set and achieve goals.
- Ability to manage competing demands and function in a calm and effective manner under pressure.
- Excellent problem-solving skills.
- Data entry and database management experience will be considered an asset.
- Experience working in a non-profit or charitable environment will be considered an asset.

**This permanent full-time position is based in our Sudbury office.**

**About UWCNEO**:
For over four decades, United Way Centraide North East Ontario/Nord-est de l’Ontario has been a part of the social fabric that connects and mobilizes our community. Our strength is bringing people together and improving community conditions. Our efforts span the North East Ontario Districts as we address complex issues, invest in the most impactful programs, and advocate for our most vulnerable citizens.

**What UWCNEO offers**:
Starting Wage of $43,680 to $47,320, depending on experience.

Full benefit package.

Participation in CAAT DB Pension Plan.

The Executive Assistant will work 35 hours a week with the hours being flexible to meet the needs of the program. A typical work week is from Monday to Friday 8:30 to 4:30. Some travel may be required.

**Application deadline**:
no later than 4:30pm on **Wednesday August 2, 2023**.

UWCNEO thanks all applicants for their interest; however, only those selected for an interview will be contacted.

**Salary**: $43,680.00-$47,320.00 per year

**Benefits**:

- Company pension
- Dental care
- Employee assistance program
- Extended health care
- On-site parking
- Paid time off
- Vision care

Schedule:

- Monday to Friday

Ability to commute/relocate:

- Greater Sudbury, ON P3C 5S5: reliably commute or plan to relocate before starting work (required)

**Education**:

- Secondary School (required)

Work Location: In person

Application deadline:

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