Executive Assistant and Communications Coordinator

6 months ago

Kentville, Canada Portal Youth Outreach Association Full time

The **Portal Youth Outreach Association** provides advocacy and outreach support to youth at risk in the Annapolis Valley. _Our Vision is that the Annapolis Valley would be a place where all youth have a safe, supportive, and loving home._ We work towards that vision by reducing the number of youth experiencing homelessness through a collaborative community approach with other youth serving organizations by providing advocacy and making access to services simple, relational and in a timely manner.

**Executive Assistant and Communications Coordinator**

The Executive Assistant is responsible for a wide variety of administrative duties in support of the Executive Director and other senior management members. Duties include but are not limited to reception, arranging travel plans, meeting minute-taking and distribution, scheduling appointments and drafting both internal and external correspondence. The Executive Assistant is also required to maintain confidentiality and professionally interact with employees, management, and the public. Other duties shall be assigned as necessary.

About the Role:
The Executive Assistant and Communications Coordinator will maintain systems and support for the Executive Director of the Portal Youth Outreach Association.

The association is a community-based program designed to improve the immediate and long-term social, educational/vocational, economic and health outcomes for vulnerable youth between the ages of 12 and 24 years who are facing multiple challenges with limited support.

The Executive Assistant will maintain the collection of data, client privacy and for the empowerment of the staff team. Maintenance of this administration will be carried out with the attention to detail and the changing environment of a dynamic organization.

**RESPONSIBILITIES**:

- Provide direct administrative support to the Executive Director.
- Support the Executive Director and Leadership Circle with projects, developing systems, and streamlining the collection of information.
- Maintain ongoing statistical collection as assigned according to funding and association program goals.
- Assist management and staff with storing of forms, reports, and publication materials.
- Provide the tools for one corporate look for the organization that strengthens our goals for inclusivity.
- Assist Leadership Circle with proposal submissions and business plans when requested.
- Coordinate the Communication strategy for the organization, including:

- Content Creation: Develop engaging content for various platforms, including social media, newsletters, and the website, to convey the mission and impact of Portal Youth Outreach.
- Media Relations: Cultivate relationships with media outlets, pitch stories, and coordinate interviews to amplify the organization's presence in the community.
- Social Media Management: Strategically manage and enhance Portal's social media profiles, fostering community engagement and sharing success stories.
- Event Promotion: Coordinate promotional efforts for events, ensuring effective communication to boost attendance and community involvement.
- Brand Management: Uphold and reinforce the organization's brand identity across all communication materials, maintaining consistency and recognition.
- Internal Communication: Facilitate transparent communication within the organization, keeping team members informed and connected.
- Press Releases: Draft and distribute press releases, showcasing achievements, milestones, and initiatives to the media and the public.
- Graphic Design Collaboration: Work closely with design teams to create visually appealing materials that align with the organization's messaging.
- Analytics Monitoring: Utilize analytics tools to assess the performance of communication strategies and make data-driven recommendations for improvement.
- Partnering with the Community Engagement plan within the organization and key community partners. Actively engage with the community through online and offline channels, fostering a positive relationship between Portal and its stakeholders.

**Job Types**: Full-time, Permanent

**Salary**: From $49,725.00 per year

**Benefits**:

- Casual dress
- Dental care
- Employee assistance program
- Extended health care
- Life insurance
- On-site parking
- Paid time off
- RRSP match
- Vision care

Schedule:

- Monday to Friday

**Education**:

- Secondary School (preferred)

Ability to Relocate:

- Kentville, NS B4N 1K8: Relocate before starting work (required)

Work Location: Hybrid remote in Kentville, NS B4N 1K8

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