Executive Assistant

4 days ago

Kitchener, Canada House of Friendship Full time

At House of Friendship, we believe in what we are doing. We get out of bed each day to make a difference in our community; to walk with and to serve. We are not happy with the status quo. We get energy from ongoing learning and growth. We lead with passion and believe without a doubt that everyone deserves to belong and thrive. We live and breathe our values of Compassion, Inclusion, Justice, Dignity and Hope. And we have fun

Sounds pretty great, doesn’t it? It is

The administration team provides support to all of the programs of House of Friendship. The Executive Assistant will possess and utilize their passion for coaching and developing people and teams. They will provide expertise and leadership on best practices for administrative assistants and clerical roles across the organization and will supervise assigned paid and volunteer positions.

This position will provide high-level administrative support to members of the Organizational Leadership team (OLT) and Board of Directors, while also supporting key initiatives related to House of Friendship’s strategic and annual plans. This role will contribute to the efficient general operations including writing correspondence, creating presentations, facilitating, expediting and responding to internal and external requests to enhance organizational efficiency and leadership impact.

*** This is a permanent, salaried, full-time (37.5 hours per week) position with paid sick time, personal days, vacation time; group health benefits and defined contribution pension plan.**

**Schedule mostly weekday, daytime hours, with occasional evenings/weekends to support**

**Board meetings.**

**Key Responsibilities**:

- Provide administrative support to members of the Organizational Leadership Team (OLT) including scheduling, catering, creating meeting materials and minute-taking
- Coordinate internal organizational events such as OLT meetings, Leadership Development, Annual Planning days and Town Halls
- Provide administrative support to the Accreditation and Risk Management teams/working groups
- Organize events and tours involving politicians (i.e. MP/MPP visits)
- Organize and maintain the OLT and Board of Director SharePoint sites including coordination and maintenance
- Coordinate select organizational communications and documentation management
- Provide administrative support to the Board of Directors including scheduling, catering, meeting materials and minute-taking
- Work with Information Technology and the OLT, support the development of a digital filing system, database and master document maintenance
- Work with various team members to access data and information from various locations (i.e. dashboard data, strategic plan metrics) to produce and update documents and reports for the OLT or Board of Directors
- Support policy and procedure development including coordinating the review process timelines, version control and documentation standards
- Create visuals using simple design platforms (i.e. Canva) to support communications and the creation of organizational materials
- Build strong working relationships with individuals at all levels of the organization
- Anticipate needs, think critically and offer solutions to problems with a high level of professionalism and confidentiality
- Perform work associated with confidential business decisions or other sensitive issues handling with discretion, tact and diplomacy

**Job Specific Knowledge/Skills**:

- Exceptional ability to uphold a strict level of confidentiality
- Superior time management and organizational skills with strong attention to detail
- Highly organized and detail oriented with a high degree of accuracy
- Proven problem solving, judgement and time management skills
- Must be able to meet deadlines, handle multiple tasks with interruptions and effectively adapt to changing priorities
- Advanced written and verbal communication skills
- Demonstrated ability to provide outstanding customer service
- Internally motivated with the ability to work comfortably and effectively independently and with other team members
- Ability to multitask and clear understanding of how to prioritize tasks to ensure the best possible customer service

**Education/Experience**:

- Completion of a one-year post-secondary certificate or diploma in a related field
- At least three (3) years’ experience providing administrative support to senior level employees as well as providing comprehensive administrative support for a governance board
- Expert in creating and perfecting effective agenda, minute, tracking and reporting templates
- Proven experience supporting policy and procedure development and document control
- Experience administratively supporting organization-wide initiatives such as accreditation, policy development and risk management will be given strong preference
- Strong content and format editing skills for written communications are a must, with high level attention to detail
- Experience using simpl

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