Executive Assistant to The President

2 weeks ago

Toronto, Canada ROM Governors Full time

**Executive Assistant to the President & CEO**

**ROM Governors**

ROM Governors is the fundraising partner of ROM - the Royal Ontario Museum. This year, a new President & CEO joined ROM Governors to advance ROM’s ambitious vision and mission through philanthropy, continuing a solid tradition of community support. We are therefore recruiting a talented Executive Assistant to provide efficient, professional and confidential support to the President & CEO.

The Executive Assistant (EA) is a member of the President and CEO’s executive team, planning and implementing the organization’s strategic priorities. The EA is responsible for the effective and efficient administration of all aspects of the President & CEO’s portfolio. This is achieved through the facilitation of high-quality, strategic, creative, on-time, and on-budget execution of priorities.

The EA is an important, and sometimes first, point of contact between the CEO and the ROM Governors’ and ROM’s most senior internal and external stakeholders. The EA is a key partner in the creation of an environment in the ROM Governors that fosters engagement, good will and direct support for the ROM with both the internal and external community. They are responsible for critical communications on behalf of the President & CEO’s office. The EA works closely with the other ROM Governors’ staff to ensure projects and tasks are prioritized and attended to, as well as to cover off all vacation, appointments, and other absences. Maintaining confidentiality is critical as the EA will handle sensitive and confidential information in addition to situations that will require poise, tact and diplomacy.

**RESPONSIBILITIES**
- Act as a bridge for smooth communication between the CEO’s office, ROM executive office, ROM Governors’ VPs and their teams, and all applicable ROM departments, demonstrating leadership to maintain credibility, trust, and support with senior management staff
- Prioritize conflicting needs, handle matters expeditiously and proactively, and follow-up on projects to successful completion, ensuring deadlines are met and seeking the CEO’s review and feedback as required
- Research, prioritize, and follow-up on incoming issues and concerns addressed to the CEO, including those of a sensitive or confidential nature and determine course of action
- Plan and coordinate meetings, appointments and engagements and ensuring relevant information such as agendas, briefings and important details are available to the CEO
- Draft CEO correspondence (requests, responses, congratulatory, condolence)
- Develop electronic reports, presentations and handouts as requested
- Maintains CEO’s electronic and print files
- Prepare monthly expense report according to Governors’ policies and procedures
- Plan CEO business travel and travel-related activities
- Support the CEO’s donor and volunteer engagement and communications throughout the cultivation, solicitation and stewardship stages, being aware of each individual relationship style, communication tone, donor motivations and specific milestones
- Monitor, prompt, prepare, distribute and electronically store CEO contact reports data-entry, filing and prospect information management on Raiser’s edge as needed
- Manage overlapping work and personal commitments to ensure the most efficient use of time, travel and meetings, due to the nature of the CEO’s schedule which requires extraordinary evening and weekend work
- Provide administrative support to the CEO’s external boards, committees and professional associations (as approved by the Board Chair) that foster a positive image of ROM Governors in the community
- Act in support of the CEO during absences by dealing with issues within scope of authority and directing issues that require the attention of others
- Assist CEO on special projects - which may include attending internal and external events - to provide logístical support
- Be a “follow-up manager”, ensuring new contacts, commitments, tasks and initiatives undertaken by CEO are managed

**QUALIFICATIONS, SKILLS AND KNOWLEDGE
- Excellent oral and written communication skills
- Detail-oriented and works with a high degree of accuracy
- Highly organized and flexible with the ability to manage multiple priorities, tasks and relationships in a fast-paced, professional environment
- Self-directed and able to complete projects with limited supervision
- Analytical and problem-solving skills to research and summarize information
- Post-secondary education in Administration, Business, Not-for-Profit Management or a related area and/or experience including 5+ years providing executive level support
- Experience working with donors and volunteers
- Ability to work outside traditional work hours with the flexibility to work remotely from time to time based on the organizational priorities and needs at the time
- Advanced knowledge of Microsoft Office software suite including Outlook or simila

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