Senior Administrator to Executive Director

18 hours ago

Old Toronto, Canada CEE Centre for Young Black Professionals Full time
About Us

CEE Centre for Young Black Professionals is dedicated to addressing economic issues affecting Black youth. Our vision is to help Black youth achieve financial stability, strengthening communities in the process.

We increase economic opportunities for Black youth in Toronto's priority neighborhoods, focusing on employability, social enterprise, and entrepreneurship. Our programming reaches and is accessible to youth with multiple barriers, including unemployment, underemployment, conflict with law, being young parents, poverty, and lack of secondary or post-secondary education.

Main Job Purpose

This role serves as a key partner in ensuring seamless management of professional and personal responsibilities for the Executive Director. You will provide operational support, project management, and coordination across stakeholders while handling personal tasks to optimize the Executive Director's time.

Key Responsibilities

  • Calendar and Travel Management: Proactively manage the Executive Director's schedule to align with organizational priorities. Coordinate logistics for meetings, events, and travel, including booking flights, accommodations, and visas.
  • Project Management: Collaborate with the Executive Director to develop timelines, milestones, and deliverables for key projects. Facilitate cross-departmental communication to align project goals and foster collaboration.
  • Strategic Initiative Support: Assist in tracking the implementation of the strategic plan, ensuring alignment with organizational goals and providing regular progress updates.
  • Data Analysis and Reporting: Compile and analyze data from various departments to prepare concise, actionable reports for decision-making.
  • Board and Governance Support: Organize logistics for Board meetings, including preparing agendas, gathering materials, and ensuring seamless execution. Provide logistical and administrative support for Board committees and the Annual General Meeting (AGM).
  • Communications and Stakeholder Management: Draft and edit correspondence, speeches, and presentations to ensure professionalism and consistency. Maintain a database of key stakeholders, coordinating regular touchpoints to strengthen relationships.
  • Personal Support: Manage personal tasks, including scheduling personal appointments, handling errands, and coordinating household logistics as needed. Ensure seamless integration of personal and professional schedules to optimize the Executive Director's time.
  • Event Coordination and Risk Management: Plan and execute high-profile events involving the Executive Director, ensuring all logistical and reputational aspects are managed seamlessly. Identify potential risks in scheduling, project timelines, or resource allocation, and proactively suggest solutions.
  • Crisis and General Management: Serve as the first point of contact in urgent or crisis situations, managing immediate priorities and coordinating follow-ups.

Qualifications

  • Minimum 3 years of experience as an Executive Assistant to a senior leader, with proven project management experience.
  • Strong organizational skills and the ability to manage complex calendars, track deliverables, and coordinate multiple stakeholders.
  • Exceptional interpersonal skills, with confidence interacting with board members, donors, and community leaders.
  • Proficiency in cloud-based tools (Google Workspace, Word, Excel) and CRMs/databases.
  • Familiarity with project management tools.
  • A proactive problem-solver who takes initiative and proposes creative solutions.
  • Comfortable working under pressure and prioritizing multiple ongoing projects.
  • Team-oriented and willing to step up wherever needed to support the organization's and Executive Director's success.

Salary and Benefits

$65,000-$80,000 per year, with a competitive benefit package, life insurance, professional development, and a flexible schedule.

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