Senior Executive Assistant

4 weeks ago

Toronto, Ontario, Canada AIP Connect Full time
About AIP Connect
AIP Connect is a prominent non-profit organization dedicated to enhancing mental wellness for families and children. We are committed to delivering comprehensive support services and evidence-based treatments while focusing on childhood trauma and attachment.
Position Summary
We are in search of a detail-oriented and proactive Executive Assistant to support the Chief Development Officer (CDO). This role is crucial in ensuring the smooth operation of the Development Department through various administrative, communication, and data management responsibilities. The ideal candidate will possess prior experience as an Executive Assistant, exceptional organizational abilities, and the capacity to manage a diverse range of tasks from routine administrative duties to intricate project oversight.
Key Responsibilities:
  • Calendar Oversight: Efficiently manage the executive's calendar by organizing meetings, appointments, and events while anticipating and resolving scheduling conflicts.
  • Communication Oversight: Prioritize and screen emails, phone calls, and other correspondence. Draft, proofread, and edit communications and documents on behalf of the executive.
  • Marketing Support: Maintain the email database and assist in the creation of marketing materials, including social media content.
  • Meeting Organization: Coordinate meetings, conferences, and travel arrangements for the executive. Prepare agendas, take minutes, and distribute necessary materials.
  • Document Management: Organize and maintain documents, files, and records, ensuring confidentiality and accessibility.
  • General Administrative Support: Provide comprehensive administrative assistance, including photocopying, mailing, and inventory management.
  • Stakeholder Relations: Foster and maintain positive relationships with internal and external stakeholders, including clients and vendors.
  • Data Management: Update and maintain the CRM database, record donations, generate reports, and prepare presentations.
  • Grants Management: Oversee the grants management system and ensure timely issuance of charitable tax receipts.
  • Proactive Problem Solving: Identify potential issues and implement solutions while exercising sound judgment in decision-making.
  • Technical Proficiency: Utilize office software and digital productivity tools effectively.
  • Adaptability: Adjust to changing priorities and manage multiple tasks while maintaining high attention to detail.
Qualifications:
  • Degree or diploma in Administrative Studies or a related field.
  • 3-5 years of experience in an administrative role supporting senior management.
  • Familiarity with CRM and document management systems.
  • Advanced skills in Microsoft 365 and other relevant software.
  • Experience in the non-profit sector is preferred.
  • Strong minute-taking skills and experience supporting executive-level management.
  • Knowledge of project management processes.
  • Detail-oriented and resourceful.
  • Excellent written and verbal communication skills.
Benefits:
  • Comprehensive benefits package including pension.
  • Generous vacation policy and flexible work environment.
  • Opportunity to make a significant impact on the lives of children and families.
AIP Connect is committed to inclusive recruitment practices and does not discriminate based on age, color, ability, national origin, race, religion, sex, or sexual orientation.
Accessibility accommodations are available upon request.

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