Executive Assistant to the CEO

2 months ago

Toronto, Ontario, Canada The Pod Group Full time
About the Role

We are seeking a highly skilled and experienced Executive Assistant to provide exceptional support to our CEO and Board of Directors. As a key member of our team, you will be responsible for managing complex calendars, coordinating events, and providing administrative support to ensure the smooth operation of our organization.

Key Responsibilities
  • Provide high-level administrative support to the CEO, including calendar management, travel arrangements, and correspondence.
  • Coordinate and schedule meetings, prepare briefings, and manage confidential materials.
  • Develop and maintain effective relationships with internal and external stakeholders, including senior management, community partners, and government officials.
  • Manage documentation and files, including board manuals, ministry communications, and other sensitive materials.
  • Carry out research and information gathering as required, and facilitate routine requests for information.
  • Prepare, format, and distribute correspondence, reports, presentations, and documents as needed.
  • Plan, coordinate, and implement complex events, including the Annual General Meeting.
  • Maintain a comprehensive filing system for the executive office, adhering to our records management policy and practice.
  • Coordinate updates to our website and social media content development for all agency social networking sites.
  • Act as backup to the receptionist and provide support for information technology administrative tasks.
Requirements
  • Bachelor's degree in business, executive administration, or a related field.
  • Minimum 5 years of experience supporting non-profit Boards and executive/senior leadership in a fast-paced environment.
  • Demonstrated knowledge and understanding of governance policies and procedures.
  • Experience in the health or social services sector is an asset.
  • Strong written and verbal communication skills, with the ability to communicate with internal and external stakeholders.
  • Expert-level PC skills, including MS Office, Excel, Word, PowerPoint, and Outlook.
  • Detail-oriented, extremely well organized, and able to manage time and multitask to accomplish multiple tasks with conflicting priorities and timelines.
  • Ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of client service and response with a high degree of professionalism, diplomacy, and tact at all times.
  • Ability to work efficiently in a busy environment, managing multiple priorities, and to work both independently and as part of a team.
  • Demonstrated proactive approaches to problem-solving with strong decision-making capability.
  • Ability to maintain a positive attitude and composed demeanor, especially during stressful periods.

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