Executive Assistant and Office Manager

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Chicken Farmers of Ontario's (CFO) team members are critical to CFO’s success in providing high quality, high-impact solutions to Ontario’s chicken farmers, industry value chain stakeholders, and Ontario consumers.

The Ontario chicken industry is one of the most successful supply-managed industries in the country and accounts for over $5.3 billion in overall economic activity in the province.

CFO has a long-standing strategy of rewarding talent and experience, which has been designed to attract, retain and motivate high performers and strategic thinkers. At CFO, team members work collaboratively; enjoying competitive wages and benefits while immersed in a sustainable culture that stimulates leadership, accountability, excellence, collaboration and innovation.

CFO is leading a trusted, prosperous, and sustainable chicken industry. Representing over 1,300 family farms in the province, CFO is responsible for a growing, profitable and sustainable chicken industry.

**Executive Assistant and Office Manager**

Reporting to the Chief Executive Officer (CEO), the Executive Assistant and Office Manager is responsible for providing confidential, high-level administrative support to the CEO and Board Chair to ensure professional and efficient business operations. This role also provides occasional support to the management team and CFO Board of Directors.

The individual will also oversee office management for CFO, therefore must be precise, clear, detail-oriented and effective through advanced planning, coordination and communications with diverse groups and individuals; internally and externally.

This position requires a results-oriented individual with a demonstrated ability to prioritize workflow as well as to effectively manage and maintain the team’s busy schedule.

**KEY ACCOUNTABILITIES**

**Calendar Management**
- Proactively manage a complex and very busy calendar, including scheduling internal and external meetings, room bookings, calls and national travel

**Meeting Management**
- Provide support to manage meetings, agenda preparation, ensure preparation for any carry forward action items, documentation and follow up on resulting action items
- Assist in the creation of high-quality, strategic reports and presentations for use at executive department, board and external meetings
- Solicit and coordinate necessary input and ensure accuracy of data used in these documents
- Organize or coordinate with others on meetings and functions for the CEO and Board Chair for a variety of committees
- Prepare agendas and compile documents, arrange travel and accommodations as required
- Attends and records the meetings - minutes, action items and follow up with stakeholders

**CEO and Board Chair Administration**
- Perform expense reporting and coordinate approval and processing of invoices
- Develop, communicate and implement consistent methods for cataloguing information and documents
- Responsible for seamless end-to-end coordination of special projects and events
- Coordinate and complete all administrative functions and tasks for the CEO
- Composing and preparing correspondence (sometimes of a confidential nature)
- Acts as a gatekeeper and liaison to external and internal stakeholders

**Office and Corporate Management**
- Maintain office supplies inventory
- Create SAP purchase orders
- Coordinate Town Hall logistics
- Coordinate document management storage system logistics, including vendor management
- Coordinate staff team events, i.e. strategic planning meetings, staff retreats, staff celebrations
- Maintenance of the office environment for employees
- Maintenance of the security system

**QUALIFICATIONS**

**Education**
- Completion of a University Degree or a related College Diploma Experience
- 8+ years of progressive experience in Executive support and office management

**Skills and Abilities**
- Microsoft Office Suite - Advanced
- Adobe Acrobat Pro
- Expense Reporting Software
- Documentation software such as DocuSign

**Competencies**
- Excellent professional communication (written and interpersonal) skills with the ability to present information concisely, accurately, and effectively
- Experienced leader who operates with integrity and confidentiality
- Results-oriented with strong organizational and time management skills
- Develop and maintain working relationships in a cross-functional environment
- Experience and/or understanding of the agricultural sector is an asset
- Bilingual in English/French is an asset

**CFO's Commitment to Diversity and Inclusion**:
At CFO, we are committed to diversity and inclusion, reflecting our industry and the communities where we live and work. We work together, unified by our respect for each other, CFO values, and the pursuit of our business strategy. Diversity at CFO is understanding, recognizing, and valuing the differences that make each person unique.

**Job Types**: Full-time