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Executive Administrative Assistant

4 months ago

Burlington, Canada Burlington Food Bank Full time

**About us**

The Burlington Food Bank has been serving Burlington since 1991 with a mission of serving the hungry in our community in a dignified and timely manner. We are a vibrant team of staff and volunteers that enjoys working together to provide a vital service to residents of Burlington.

**Executive Administrative Assistant**

**Position Summary**:
A key member of Burlington Food Bank’s team, Executive Administrative Assistant plays a key role in working with the Executive Director, Senior Management and Board of Directors to support the organization to deliver on its mission of feeding the hungry in our community in a dignified and timely manner

Directly accountable for record keeping, data entry, and scheduling.

**Reporting Relationship**: The Executive Administrative Assistant reports to the Executive Director.

**Hours**: 37.5 hours per week

**Key Accountabilities**
- **Administrative Support**: Develop and utilize systems to increase accessibility and efficiency throughout the organization, including documents and scheduling
- Assist the Executive Director with scheduling via co-managed schedule and communications on behalf of the Executive Director
- Assist in Board meetings including agenda preparation and distribution, recording minutes and distribution of minutes post meetings
- Attend all trainings, staff meetings, and project management meetings as required, taking notes and minutes in meetings
- Develop organizational filing systems with layered accessibility for different levels of participants within the organization
- Responsible for filing and maintaining office documents
- **Communication**: Provide communication assistance to the Executive Director, Senior Management, and the Board of Directors
- Assist executive with donor relations and communications including appeals and thank you letters
- Ensure proper communication regarding all Board and Committee meetings, including date, time, and venue
- Collect and disburse all relevant reports and communications for Board meetings
- **Office Management**: Manage record keeping, inventory and other controls to ensure the office is operating efficiently
- Supply ordering for facility and administrative supplies, including regular inventory
- Manage repair and maintenance of office equipment, including computers, printers, and phones
- Schedule all repairs & building maintenance
- **Events and Activities**: Supports other BFB events including the Ride to Provide and Hunger Action Month and new program events along with other activities as required
- **Other duties as assigned**

**Requirements**:

- 3 years experience in a related position
- Proficient in MS Office and/or Google Workplace
- Able to maintain a high level of confidentiality
- Excellent verbal and written communication skills
- Ability to multi-task and prioritize in a dynamic work environment
- Superior attention to detail and ability to work as a team member with mínimal supervision
- Ability to develop effective work plans, organize details, set priorities, and meet deadlines
- Strong organizational and problem solving skills
- Valid G Level License with clean driving record
- Minimum double vaccinated with a Canadian government approved vaccine against Covid-19
- Clean vulnerable sector police check

**Salary**: $45,000.00-$52,500.00 per year

**Benefits**:

- Extended health care
- On-site parking
- Paid time off
- Vision care

Flexible Language Requirement:

- French not required

Schedule:

- Monday to Friday

Ability to commute/relocate:

- Burlington, ON: reliably commute or plan to relocate before starting work (required)

**Experience**:

- Administrative: 3 years (required)

Work Location: One location