Executive Assistant

**Job Summary**:
Reporting to the Director, Communications & Engagement, the Executive Assistant co-ordinates day to day executive support to the CEO and members of the Executive Leadership Team, and administrative support to Chair(s) of the Library Board and its Committees with positive energy and commitment to proactively deal with all levels of management in changing priorities and inquiries.

Independently manage the CEO's calendar and review meeting appointments to ensure they are prepared with applicable materials and remain agile to manage high priority or urgent meeting requests. This role will also integrate administrative systems and workflow to ensure the effective and efficient operations of the CEO Office. The Executive Assistant ensures the overall coordination and effective performance of support functions within the CEO Office ensuring processes in the areas of supplies, ordering, purchasing and inter office communications are maintained at a competent level.

In addition, the Executive Assistant will provide or coordinate reception desk coverage. Success in this position requires exceptional customer service skills and strong administrative experience specifically with Board administration - with a high focus on accuracy, critical timelines and confidentiality. The ability to work evenings and weekend events is required.

**Responsibilities and Activities**:
1. Provides efficient and effective executive and administrative support service to the Executive Leadership Team and the Board of Directors, including; communications, meeting logistics and record keeping, presentations and travel.

2. Ensures all documents flowing to and from the CEO office are complete and accurate.

3. Prepares internal and external correspondence such as letters, memos and other materials, as required.

4. Supports members of the Board of Directors with administration requirements.

5. Screens phone calls, opens and sorts mail and summarizes reports for the Executive Leadership Team.

6. Organizes travel for the Executive Leadership Team and the Board of Directors.

7. Inputs and maintains information in the contact management database.

8. Assists with the coordination of special events and functions.

9. Receptionist - screen and respond to all phone calls into the CEO Office with a professional manner. Meet and greet visitors and guests to the CEO office by providing prompt courteous customer service.

10. Maintains positive and effective working relationships with all parts of the Library.

11. Works in a confidential environment.

12. Demonstrates continuous individual development and growth.

13. Other related duties.

**Qualifications**:

- Completion of a related post-secondary certificate or diploma.
- At least 5 years’ directly related recent full-time experience.
- Works with a high degree of diplomacy, confidentiality and good judgement.
- Exceptional verbal communication skills with stakeholders of all levels.
- Proven ability to deliver a high level of customer service.
- Advanced writing and editing skills.
- Strong attention to detail.
- Self motivated and takes initiative.
- Manages several simultaneous priorities in a dynamic environment.
- Excellent time management and organizational skills.
- Advanced knowledge of Microsoft Office programs specifically Word, Power Point, Outlook and Excel. Strong knowledge of SharePoint, as well as technologies for virtual communication and collaboration.
- Ability to work evening and weekend events is required.

**Additional Information**:

- Mental demands associated with simultaneous and multiple priorities, multi-tasking, and a dynamic work environment
- Manages conflict effectively
- Contributes in a team/collaborative environment
- Physical demands associated with using a computer for long periods of time
- Moderate lifting