Executive Assistant

**Reporting to**: Executive Director

**Classification**:Full Time Permanent; 35 hours weekly, non-union

**Type of Posting**:Existing Position - _(RE-Posted)_

**Salary Range**:$65,665 - 83,892 per annum

**Starting Date**:As soon as possible

**Application deadline**:11:59pm February 9, 2025**.**Applications will be reviewed on an ongoing basis. *

**MISSION**

Guided by Catholic values and teachings, we serve and offer bilingual (English/French) service to children, youth and families within the Hamilton community to protect their safety and well-being, strengthen families and nurture lifelong relationships.

We are currently seeking an experienced **Executive Assistant to the Executive Director**to join our team on a fulltime permanent basis.

The **Executive Assistant** will perform their duties with a high degree of personal and professional integrity, while building collaborative relationships and partnerships with all individuals based on mutual respect.

The **Executive Assistant**is responsible for ensuring all duties are carried out in alignment with the mission and vision of the Society, with a commitment to social justice.

**Duties**:

- Reporting to the Executive Director (ED), provides comprehensive administrative support to the ED and the Executive Director's office
- Acts as a liaison between the Board of Directors, the Executive Director and the Senior Leadership Team.
- Provides administrative support to the Board of Directors, Chair of the Board and Committee Chairs.
- Provides administrative support to the Board of Directors with all Board meeting and Committee meeting logistics.
- Strong knowledge and understanding of Board Governance to support a not-for-profit Board of Directors
- Responsible for the preparation of meeting minutes for Board meetings, Board Committee meetings, Senior Leadership meetings and or other meetings as directed by the Executive Director.
- Support the work of the Executive Director and Board Chair in relationship to the Board of Directors.
- Prepares all meeting agendas for the Executive Director’s review, and accurately records all meeting minutes ensuring they reflect actions taken during each meeting and bringing forward action items.
- Prepares draft reports for board meetings and committee meetings as required
- Responsible for the historical maintenance of all meeting minutes, reports, correspondence etc. and other agency documents of note.
- Responsible for preparing and distributing communications to the Board of Directors, staff and other key stakeholders.
- Responsible for document maintenance of online board portal
- Assist the Executive Director in expediting documents and reports from within the agency that are necessary to ensure compliance with Ministry requirements.
- Responsible for the preparation and record maintenance of compliance and other reports
- Works with Senior Leadership members to ensure timelines are met for initiatives from the Executive Director’s office.
- Assist and support the Executive Director as required by the ED at public events, whether fundraising, media, political or contract-related.
- Acts with integrity, trustworthiness, humility, transparency and compassion and maintains confidentiality
- Ability to work with and meet tight timelines.
- Some evening and weekend work may be required.
- Provides back-up support to other senior administrative staff, as necessary.
- Coordinates work with supervisor and follows the direction of the supervisor after consultation when required.
- Completes mandatory training and participates in ongoing agency training.
- Demonstrates leadership and a commitment to the principles of anti-oppressive practices and anti-racism based on justice, fairness, equity, respect of the beliefs and traditions of others.
- Complies with agency Health and Safety policies and the Ontario Health and Safety Act, and regulations.
- Committed to the Society’s mission and vision.
- Performs other duties as may be assigned.

**Qualifications**:

- Minium 2-year college diploma in business administration. (combination of other education and work experience will be considered for this role)
- Minimum five years’ experience in a senior administrative role.
- Minimum 5 years’ experience working with Boards of Directors and corporate governance experience.
- Excellent knowledge of administrative functions and processes.
- Excellent written, oral communication and interpersonal skills providing constructive, meaningful and timely interaction with all levels of staff and the public.
- Extensive experience recording and preparing Board minutes.
- Ability to think analytically with attention to detail in the presence of frequent interruptions.
- Accountable for own actions and decisions, making decisions within the scope of the position and referring issues/problems/events to management as required.
- Solid ability to analyze information, problem-solve and make good decisions and choices of action, often in urgent s