Executive Assistant/project Coordinator

6 months ago

Toronto, Canada Lumenus Community Services Full time

Lumenus Community Services has an exciting opportunity for a **Executive Assistant/Project Coordinator **who will leverage their experience and professional skills to deliver the highest level of support to a busy and highly engaged Chief executive leadership team.

**KEY RESPONSIBILITIES**:
**Administration and Communication Support**
- Responsible for operations and office support with respect to the mission, values and beliefs of the Chief executive leadership team.
- Successfully completing deliverables with a hands-on approach including but not limited to:

- drafting correspondence, scheduling and minutes
- undertaking research, critically analyzing information and making recommendations based on executive leadership team objectives
- providing key project oversight and coordination to keep projects and tasks on target
- other tasks that facilitate the Chief executive leadership team’s ability to effectively lead
- Building relationships crucial to the success of the Chief executive leadership which may include managing work across multiple staff members.
- Managing a variety of special projects on behalf of the chiefs with a project management approach.
- Assisting executive leadership with managing, graphing, tracking and analyzing data as required.
- Planning and managing the flow of information both internally and with external partners.
- Prioritizing conflicting requests and needs, handling matters expeditiously, proactively, and following through on projects to successful completion, often with deadline pressure.
- Managing access to executive leadership team’s time and office as needed.
- Providing a bridge for smooth communication and information between the Chief executive leadership team and others within the organization, demonstrating leadership to maintain credibility, trust and support with various staff.
- Working closely and effectively with the Chief executive leadership team to keep them well informed of upcoming commitments and responsibilities, following up appropriately.
- Facilitating referrals and engaging in advocacy.

**Project Administration / Management**
- Maintaining timely and effective communications with all team members and stakeholders as required;
- Preparing and distributing project materials to team members and stakeholders;
- Development of graphics or presentations to support project and operational activities;
- Serving as a point of contact for stakeholders with senior executive team;
- Executing task decomposition and work planning;
- Maintaining task tracking and management;
- Executing communications planning with internal and external stakeholders

**Meeting Support**
- Planning and managing the flow of information internally and with external partners.
- Organizing meetings to include appropriate team members or stakeholders including preparing agenda support, compiling documents for meetings, attend meetings when possible, take minutes, including “to do items”.
- Participating as a member of the leadership team including assisting in scheduling meetings, organizing material, attending all meetings and keeping action items.

**QUALIFICATIONS**:

- Diploma in Business Administration or the equivalent in experience and professional training.
- Minimum 7 years of experience in a fast-paced, complex environment with multiple sub committees and a leadership team.
- Knowledge of governance and legal requirements.
- Demonstrated experience working in client centric environment.
- Broad knowledge of the not-for-profit organization preferred.

**KNOWLEDGE, SKILLS AND ABILITIES**:

- Ability to take initiative, think about what is needed before it is and act.
- Ability to demonstrate emotional intelligence.
- Highly detail oriented with strong time management and organizational skills, able to triage work from multiple sources to discern order of priority.
- Excellent verbal and writing skills, including proper spelling, grammar and punctuation and the ability to write and format moderately complex correspondence that can ensure a collaborative project environment;
- Ability to work independently and within a team environment, a highly resourceful team-player with the ability to be extremely effective independently.
- Considerable judgment, tact and discretion in preparing, disclosing and handling information of a confidential and sensitive nature.
- Excellent analytical and problem-solving ,organizational, administrative and multi-tasking skills; with demonstrated attention to detail and accuracy;
- Ability to work in a dynamic, fast-paced environment and deal calmly and effectively with change and ambiguity.
- Ability to read complex situations, relationships and see around the corners.
- Strong interpersonal and relationship management skills coupled with a ‘can do’ attitude to provide the highest level of customer service.
- Commitment to diversity and inclusive excellence within the workplace.
- Innovative and continuously works towards streamlinin

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