Executive Assistant

**_Work Environment: _**_Mississauga (Near Toronto Pearson Airport) | Hybrid Work: 4 Days In-Office + Remote Fridays_**

**Position Purpose**:
Reporting directly to the **President & CEO** with a dotted line to the **VP of Operations**, this is your chance to support a mission-driven organization that champions climate-friendly, efficient heating and cooling systems across the country. This role is central to the effective functioning of the organization by providing high-level **administrative support to the leadership team**, and ensuring **efficient board and committee administration**. The **Executive Assistant** will manage complex scheduling, prepare and coordinate board and leadership meetings, and ensure timely documentation and follow-up.

**Duties & Responsibilities**:
**Boards, Staff & Committee Meetings**
- Coordinate and schedule Board, staff and/or committee meetings, including venue bookings and virtual meeting arrangements
- Lead the process for the preparation and distribution of agendas and materials in collaboration with key stakeholders
- Record and manage meeting action items ensuring proper documentation and follow-up
- Prepare PowerPoint presentations and information packages for board meetings
- Attend all Board and major committee meetings for the purposes of recording minutes &/or capturing action items

**Other Meetings & Events**
- Assist in the planning and execution of the HRAI annual business meeting (AGM).
- Coordinate all notifications and document distribution related to the AGM. Plan and organize other ad hoc meetings as required
- Plan and organize other ad hoc meetings as required

**Office & Leadership Admin Support**
- Manage the Leadership quarterly reporting schedule
- Review, update, and archive Terms of Reference for all HRAI related boards, committees, etc., as required.
- Oversight and coordination of the content on the Director’s Resource sub-site and updates
- Assist the President with the orientation process for new BOD members
- Provide high-level calendar and administrative support for the President and Leadership team as required
- Assist the VP of Operations with office maintenance services provided by 3rd party vendors
- Oversee the purchase and maintenance of office and kitchen supplies for staff
- Assist HR with the orientation process for new team members

**Qualifications**:
**Experience**:

- Minimum 5 years of experience as an Executive Assistant or in a similar senior administrative role, ideally with experience supporting a board of directors
- Previous experience using a database including updating, maintaining and reporting
- Previous experience in supporting or planning events

Core Competencies:

- Professional communication and interpersonal skills to interact effectively with a broad range of internal and external stakeholders, to provide clear and concise information to participants and other parties involved in the delivery of the applicable programs
- High attention to detail for preparing documentation, tracking meeting deliverables, managing databases and determining and maintaining compliance to specific program policies and requirements
- Strong time management skills and ability to prioritize multiple tasks.
- Advanced proficiency with Microsoft Office skills, especially Word and PowerPoint (some Excel requirements as well)
- Advanced verbal and written English language communication abilities
- Knowledge of Zoom (e.g., scheduling, breakout rooms, hosting) and advanced Outlook features (e.g., calendar sharing, rules, scheduling assistant) is considered an asset.

**Education**:

- Holds a post-secondary diploma or degree in administration, or a related field

**What We Offer**:

- _Hybrid Model:_ Work 4 days in-office near Toronto Pearson Airport, with remote Fridays to recharge.
- _Vacation & Benefits:_ Start with **3 weeks of vacation**, **comprehensive benefits**, summer hour schedule and **Health Care Spending Account (HCSA) top-up**.
- _Retirement Ready:_ Employer **RRSP contributions after 1 year**.
- _Impactful Work:_ Be part of a tight-knit, purpose-driven team working on big climate and energy issues that affect every Canadian.

**How to Apply**:
If you require **accommodation during the recruitment process**, please let us know when contacted for an interview. We will work with you to meet your needs.

We thank all applicants for their interest; however, only those selected for an interview will be contacted.