Executive Assistant

**Position Type**:Full Time, Permanent (35 hrs/wk)

**Job Region**:ON - Metro Toronto Area

**Location**:Hybrid model (online and on-site at office)

**Years of Experience**: 3-5 years

**Application Deadline**:Oct 4th, 2024

**Starting Date**:November 2024

Join our team The Aphasia Institute is seeking a dynamic and experienced individual to assume the role of Executive Assistant.

**WHO WE ARE**

The Aphasia Institute is a not-for-profit organization with a collaborative approach and a commitment to teamwork. The organizational structure reflects a community of individuals with aphasia, their families, volunteers, staff, and supporters who are dedicated to reducing language barriers to full-life participation at local, provincial, national, and international levels. We aim to give hope and make a difference to the quality of life and well-being of individuals with aphasia and their families, wherever they may be. We aspire to change society so that communicative access is universally accepted for all those affected by aphasia.

**WHAT IS THE JOB?**

The Aphasia Institute is a diverse organization that builds on our synergy of work through Direct Service, Research and Development, and Education and Training. Under mínimal supervision, the Executive Assistant (EA) will provide administrative support to the Director of Finance and Operations, the Executive Director, the Board of Directors, and other executive team members if directed. The EA will support the Executive Team to effectively plan, coordinate, and communicate with internal and external stakeholders. The EA will have access to confidential and sensitive information and will always show an elevated level of discretion and professionalism. As a member of the Finance and Operations team, the EA will contribute as a team member to fulfill planning, development, and delivery of fund development, operational, and strategic goals.

**Responsibilities of the position include, but not limited to**:
**Administrative Support to the Director of Finance and Operations (DOF) and the Executive Director (ED)**
- Acts as the point of contact between the DOF and ED and internal/external colleagues
- Organizes internal and external meetings as required
- Schedules meetings, prepares agendas and materials, records minutes, and distributes for standing committees and internal working groups.
- Maintains and improves AI documentation and administrative processes
- Ensure that all corporate minutes/documentation/records are organized and filed, annually and ready to provide to the lawyers at the end of each fiscal year
- Provides the DOF and ED with administrative support as required
- Handles correspondence as required
- Makes travel arrangements as required
- Creates and maintains contact lists and filing systems and looks for ways to improve current systems

**Administrative Support for the Board of Directors**
- Support and coordinates Board of Directors and Board Committee meetings logistics, prepare and sends agenda for review and approval, board packages and other materials/reports.
- Take official meeting minutes as required and ensure follow-through on action items
- Follows up on correspondence or inquiries from the BOD as required
- Maintains and updates Board portal as required
- Ensure all reports for the Board are prepared in a timely manner from the Executive and Leadership as needed

**Special Projects**
- Coordinates and develops admin processes for special projects. These include but are not limited to:

- a. Ensure Accreditation files and evidence are in order and updated as required
- b. Schedule meetings, take minutes and assist with other admin processes related to Strategic and operational planning processes

**Organizational Responsibilities**
- Oversees management of office supplies which may include personal protective equipment, kitchen supplies, and general office supplies
- Manages the coordination of mail outs for agency events
- Completes resource store order transactions and shipping, as required
- Assists the leadership team with HR recruitment processes
- Provides back up support to the Communication and Donor Relations Coordinator
- Collaborates agency working groups to proactively plan Aphasia Institute initiatives - including taking minutes, maintaining projects plan for TWR, Holiday Party, AGM
- Collaborates with the Aphasia Institute team to meet operational and strategic goals
- Understands and promotes Aphasia Institute vision, mission, and values.
- Is compliant with Health and Safety policies and procedures
- Travel as required
- Other duties as required

**Qualifications & Skills**:

- Administrative Certificate or relevant experience in a similar role/ field
- 3-5 years related experience supporting senior leaders and boards

**Skills**:

- Superior time management and multitasking skills and the ability to prioritize tasks with mínimal supervision are essential
- Strong organizational skills
- Strong communication and in