Executive Assistant

3 days ago

Belleville, Canada Meta Vocational Services Inc. Full time

**Position Summary**

The incumbent provides administrative support to the Executive Director & Team and assists in the coordination of special events, marketing and fundraising activities.

Based out of our Belleville location, this position requires an individual who is highly organized, has exceptional attention to detail and accuracy. Applicants are team oriented with demonstrated flexibility working with a rapidly changing environment, allowing them to serve as a knowledgeable and trusted resource to our diverse and multidisciplinary team.

**Roles and Responsibilities**
- Carry out projects that may involve conducting research, obtaining quotes, reviewing policies and legislation, tracking progress, compiling data and preparing accurate and well-formed reports.
- Keep track of the progress of various projects and liaise among different working groups including special committees, Board members, leadership team, staff and external parties.
- Manage calendars, arrange meetings and provide appointment reminders as needed.
- Assist in the coordination various fundraising activities including organizing special fundraising events, sourcing volunteers and sponsors and writing of grant/funding proposals.
- Processing various accounting entries including accounts payable & receivable, cheques, payroll, petty cash, deposits & account reconciliations.
- Assisting in the year-end process and preparing month-end working papers including bank reconciliations, department revenues & expenditure reports, vendor & customer statements, source deduction & benefit reconciliations, accrual adjustments & schedule of prepaid accounts.
- Provide administrative support to the Board of Directors and its committees including preparation of meeting agendas and materials, taking meeting minutes and maintaining records.
- Coordinating special events and meetings including meals, accommodations, transportation and booking of venues.
- Preparing accurate and well-formed reports, drafts, official documents, minutes, and correspondence as required.
- Provide a positive representation of the agency in interactions with the public, funders and community partners.
- Assisting in other duties as assigned by the Executive Director/Directors.

**Qualifications and Educational Requirements**
- Completion of a post-secondary program in office administration or related discipline
- Minimum of 2 years of administrative and bookkeeping (combined) experience
- Advanced computer skills, including Microsoft Office Suite and QuickBooks (or other accounting software)
- Advanced interpersonal and communication skills, both written and verbal
- Advanced organizational skills and attention to detail
- Experience providing support to a Board of Directors and sub-committees preferred
- Ability to manage multiple tasks and achieve deadlines under pressure
- Strong understanding of, and adherence to, the principle of confidentiality
- Current and clear criminal record check, including vulnerable sector screening

**Additional Notes**
- Travel outside the office may be necessary.
- May require non-standard working hours.
- Staff have an internal responsibility to work in a manner that is mindful of safety and security.

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