Executive Assistant to the CEO

1 month ago

Toronto, Ontario, Canada The Pod Group Full time
Job Title: Executive Assistant to the CEO

Job Summary:

The Pod Group is seeking an experienced Executive Assistant to provide high-level administrative support to the CEO and the Board of Directors. The successful candidate will be responsible for calendar and event management, general and systems administration, and operation support.

Key Responsibilities:

  • Provide administrative support to the CEO, including coordinating and scheduling meetings, preparing briefings, memos, reports, and correspondence.
  • Manage emails and confidential material, and provide preparatory, administrative, and recording services to meetings.
  • Manage documentation and files, including board manuals, ministry communication, and other manuals as required.
  • Carry out research and information gathering as required, and facilitate routine requests for information directed to the executive office.
  • Prepare, format, copy, distribute, fax, file, and retrieve correspondence, reports, presentations, and documents as required.
  • Plan, coordinate, implement, arrange, and/or offer support to complex event venues and corporate events.
  • Maintain a comprehensive filing system for the executive office in accordance with the agency's records management policy/practice.
  • Coordinate updates to 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.

Requirements:

Talents & Expertise:

  • Bachelor's Degree in business or Executive Administration or Health or Social Services related field.
  • Minimum 5 years' experience supporting non-profit Boards and Executive/senior leadership in a fast-paced environment, dealing with moderately complex issues and managing conflicting priorities.
  • Demonstrated knowledge and understanding of governance policies, procedures.
  • Experience in health or social services sector is an asset.
  • Demonstrated strong written and verbal communication skills with the ability to communicate with internal and external stakeholders.
  • Expert level PC skills (MS Office, Excel, Word, PowerPoint, and Outlook).
  • Detail-oriented, extremely well-organized, and able to manage time and multi-task to accomplish a multitude of 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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