Executive Assistant

4 weeks ago

London, Ontario, Canada Muskoka Woods Full time
Muskoka Woods is a Christian youth development organization that welcomes everyone to an experience for a lifetime. We are located on the shores of beautiful Lake Rosseau and specialize in summer camp, school trips, group retreats and leadership development for all ages. We exist to inspire youth to shape their world.

Job Purpose

We are seeking a highly organized and proactive Executive Assistant to support the CEO of Muskoka Woods in managing daily operations. The ideal candidate will excel in scheduling, administration, hospitality, and project management, ensuring seamless executive support and operational efficiency. This role requires a resourceful individual who thrives in a fast-paced environment and is committed to excellence in executive support.

Key Areas of Responsibility

Scheduling & Calendar Management:

1. Efficiently manage and prioritize the executive's calendar, scheduling meetings, appointments, and travel arrangements.
2. Coordinate internal and external meetings, ensuring agendas, materials, and logistics are prepared in advance.
3. Proactively anticipate scheduling conflicts and resolve them with efficiency.

Administrative Support:

1. Manage emails, correspondence, and document preparation on behalf of the executive.
2. Maintain confidential records and files, ensuring data integrity and easy retrieval.
3. Assist with expense reporting, budgeting, and invoice processing.

Hospitality:

1. Act as the primary point of contact for executive visitors, ensuring a welcoming and professional experience.
2. Arrange catering and logistics for meetings, events and travel.
3. Maintain a high level of discretion and professionalism in all interactions with customers, stakeholders and team members.

Project Management & Coordination:

1. Support cross-functional projects by tracking deadlines, coordinating deliverables, and following up on action items.
2. Assist in event planning, company initiatives, and process improvements.
3. Conduct research and compile reports to support decision-making.

Skills and Attributes Required

1. Personal values that match Muskoka Woods' Core Values and Core Leaves
2. Exceptional organizational and time management skills, with the ability to multitask effectively.
3. Strong communication and interpersonal skills, with a professional demeanour.
4. Proficiency in Microsoft Office Suite, Google Workspace, and scheduling software.
5. Ability to handle confidential information with integrity and discretion.
6. Project management experience is a plus.

Experience Required

1. College/University Degree
2. Proven experience as an Executive Assistant, Administrative Coordinator, or similar role.

Essential Functions

1. Ability to sit at a computer for an extended period of time
2. Ability to communicate both written and verbal with guests and staff.

Salary Range

$20,000 – $45,000/year depending on part-time/full-time hours and experience.

Location

This position is remote. Occasional in-person events and meetings will be required in Markham, ON and at the resort in Rosseau, ON.

Duration

This position is a 12 month to 18 month maternity leave contract.

*Please note: Muskoka Woods is committed to fostering an inclusive workplace where all employees are treated with respect and dignity, and are provided with equal opportunity for success. MW encourages all qualified candidates to apply. If you require accommodation to participate in the hiring process, please inform us by calling 705-732-4373 or by email at iwanttowork@muskokawoods.com. All inquiries will be handled with strict confidence.

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