Executive Assistant

Here at the Oakville & Milton Humane Society, our executive director, Jeff, needs an executive assistant. But the role is much more than keeping Jeff organized and out of trouble. It’s also a role that will coordinate all-things board of directors. And if that’s not enough, we always have “other” projects to take on and keep _you_ out of trouble.

And while it all might sound like a lot, no need to fear. We’re a supportive bunch. If you bring the right attitude and a solutions-focus, we will ‘high-five’ you a lot and do all that we can to ensure your success.

Beyond the basics, if you are a positive, trustworthy, self-starter and people-person who is organized with a glass half full and a sense of humour you should apply

If working in a mission-driven organization matters to you, and you thrive in diving in to help keep everything in motionyou should apply.

Your key responsibilities will include supporting the board of directors and board committee logistics and related activities. You will manage all aspects of the executive director’s office, including organizing meetings, creating agendas and reports, taking minutes, ordering supplies, managing records and files, and other organizational tasks.

And you’ll bring your administrative expertise to the role, working collaboratively to improve office processes and systems, making them more efficient and effective.

We know you’re out there and look forward to having you on the team

**Here's some more of what you’ll find on your plate**:

- Manages the executive director’s schedule, coordinating meetings with management, all staff and external partners
- Supports the board of directors and committee meeting logistics by preparing the agenda package and accurately preparing minutes from various meetings
- Researches and collects data to prepare documents for review and prepares presentations for the Board of Directors and Committees, Management Team and external partners
- Prepares internal and external corporate documents for team members and partners
- Develops and manages the Executive office budget
- Maintains an organized filing system of paper and electronic documents, including handling basic bookkeeping tasks
- Coordinates ordering and organization of office supplies for the shelter
- Monitors and ensures resolution of IT challenges with our IT provider
- Files and retrieves corporate records, documents, and reports
- Uses various software, including word processing, spreadsheets, Raiser’s Edge, databases, and presentation software

**QUALIFICATIONS**:

- You’re a team player. You’re fair and supportive of others.
- You are professional and always customer-focused.
- You respect all others and naturally give people the benefit of the doubt.
- You like people and animals.
- You’re keen to make things better, including our organization and the community.
- You’ve built a strong personal reputation.
- Proven experience as an executive assistant or other relevant administrative support experience.
- Experience working with invoices, budgets, and basic financial forms.
- Excellent verbal and written communications skills for participating in meetings and recording minutes, and writing reports.
- Must be self-motivated/self-directed, professional, and possess outstanding interpersonal skills.
- Excellent organizational skills; able to multi-task and take initiative when needed
- Eager to assist team members as required to support program goals.
- Ability to maintain sensitive information, exhibit tact, diplomacy and good judgment, with high standards of ethics and confidentiality
- Capable of working under pressure with frequent interruptions; able to prioritize while still balancing demands.
- Able to work independently and build strong working team relationships.
- Flexible to work evenings and weekends if required.
- Relevant post-secondary education.
- Experience in the non-profit sector is an asset**.**

Introduce yourself to us in your cover letter - show us your personality and style, and don’t be shy

If contacted in relation to a job opportunity, please advise the HR Manager of accommodation measures which must be taken to enable you to be assessed in a fair and equitable manner.

**Job Types**: Full-time, Permanent

**Benefits**:

- Dental care
- Discounted or free food
- Employee assistance program
- Extended health care
- On-site parking
- Paid time off
- Store discount
- Vision care

Schedule:

- Monday to Friday
- Weekends as needed

Work Location: In person