Executive Assistant

**Executive Assistant**

The Executive Assistant will report to the Manager of Executive Operations (MEO) and Executive Director, work closely with the senior leadership team, and provide support for the entire organization. This role will support programs, operations, communication, administrative and organizational functions with accuracy, discretion, and clarity. Tasks include liaising with the Board and key stakeholders, managing knowledge exchange activities, social media/website support, coordinating in-person and virtual meetings using diverse platforms, preparing briefing notes, funding reports, presentations and program proposals as well as other activities that support the leadership team and advance the mission of the organization.

Responsibilities include but are not limited to:

- Provide administrative and operational support to the Executive Director and leadership team.
- Assist in the preparation and implementation of policies, procedures, and guidelines.
- Assist executive leadership team in the preparation of a variety of documents such as meeting documents, drafting agreements, letters, and presentations.
- Coordination of facility tours and associated stakeholder events and communication
- Coordinate meetings of MEO and Executive Director.
- Review and prioritize MEO and Executive Director communications.
- Keeping the MEO and Executive Director's calendars up-to-date, including adding events, rescheduling appointments and providing daily briefings.
- Facilitate communication, plans events, distribute information, draft agendas and briefing notes and schedule meetings.
- Coordinate virtual and in person meetings including preparing agendas, recording and distributing minutes, meeting logistics, meeting action items follow up, attending meetings as required.
- Support coordination of events and travel arrangements as necessary.
- Manage and triage multiple forms of communications between the community and the organization.
- Help maintain community relationships, attend and/or participate in community meetings.
- Collect and summarize information to assist executive leadership team in making organizational decisions.
- Attend Bruce Oake resident celebrations and recovery community events as necessary.

**Qualifications/Experience**
- A relevant post-secondary degree/diploma and one year experience, or an equivalent combination of education and related experience.
- New graduates passionate about the community and operations are encouraged to apply.
- Proven ability to handle confidential information with discretion, be adaptable to various competing demands and demonstrate the highest level of customer/client service and response.
- Professional written and communication skills with proven ability to communicate effectively with staff, funders, government, volunteers, and other partners.
- Exceptional skills in MS365 Suite and online meeting technologies.
- Superior organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent recall and attention to detail.
- Experience in scheduling and supporting virtual meetings
- Familiarity with the role and responsibilities of charitable organizations and experience working with a not-for-profit.
- Interest in the work of not-for-profit organizations and, in particular, supporting those struggling with addiction and mental illness to achieve long term recovery.

**Please submit a 1-page cover letter.**

**Job Types**: Full-time, Permanent

**Benefits**:

- Casual dress
- Dental care
- Disability insurance
- Discounted or free food
- Extended health care
- Life insurance
- On-site gym
- On-site parking
- RRSP match
- Vision care

Schedule:

- 8 hour shift

**Education**:

- Secondary School (preferred)

**Experience**:

- administrative support: 2 years (required)

Work Location: In person

Application deadline: 2021-06-09