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Executive Assistant

3 weeks ago

Greater Sudbury, Canada Alzheimer Society Sudbury-Manitoulin North Bay & Districts Full time

**EXECUTIVE ASSISTANT**

Société Alzheimer Society of Sudbury-Manitoulin North Bay & Districts

Full Time (37.5 hrs./week) Permanent

Location: Sudbury Office (Frequent travel across entire chapter)

**JOB SUMMARY**

The Executive Assistant is responsible for providing comprehensive support to the Executive Director and Board of Directors, along with the management team from time to time. The Executive Assistant manages the organization’s office operations, including special projects. This position requires the ability to anticipate needs, think critically and offer solutions to problems with a high level of professionalism and confidentiality.

**ESSENTIEL DUTIES RESPONSIBILITIES**

**Executive Support**
- Provide calendar management for the ED. Prioritize inquiries and requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day engagements. Complete a broad variety of administrative tasks that facilitate the ED’s ability to effectively lead the organization, including:

- Assisting with special projects,
- Designing and producing complex documents, reports and presentations
- Collecting and preparing information for meetings with staff and outside parties
- Composing and preparing correspondence
- Maintaining contact lists Making travel arrangements
- Completing expense and mileage reports
- Communicate directly and on behalf of the ED, with Board members, donors and others on matters related to program and project initiatives.
- Research, prioritize and follow up on incoming issues and concerns addressed to the ED, including those of a sensitive or confidential nature. Determine appropriate course of action, referral and response.
- Work closely with the ED to keep them well informed of upcoming commitments and responsibilities. Maintain an organized filling system of paper and electronic documents.

**Board Support**:

- Act as a liaison to the Board of Directors.
- Arrange and handle all logistics for Board meetings and events by: Scheduling meetings
- Drafting agendas
- Develop, compile and distribute presentation materials
- Record minutes on behalf of board secretary

**Administrative Support**:

- Support the organization’s leadership to schedule, organize and execute team and committee meetings, taking minutes as required.
- Provide event management support as requested. Coordination of all policies and procedures, including archiving.

**JOB QUALIFICATIONS**
- Community college Diploma in Office Administration

**Experience**
- Experience supporting C-Level Executives preferably in a non-profit organization
- Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly and with excellent attention to detail.
- French or other second language fluency, an asset

**Skills, Abilities & Knowledge**
- Bilingual communication skills (English/French) encompassing both verbal and written proficiency.
- Demonstrated ability to work and communicate collaboratively and effectively in a complex environment, with both internal and external stakeholders and partners.
- Highly resourceful with the ability to work independently or as part of a team.
- Proven ability to handle confidential information with discretion.
- Ability to adapt to various competing demands and demonstrate the highest level of customer/client service and response
- Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment.
- Demonstrated satisfactory work performance and attendance history.
- Knowledge of community health care agencies.

**PHYSCIAL DEMANDS**
- No special physical demands are required beyond the performance of general office duties
- Significant periods sitting at the computer, but with the opportunity to move away from the work station
- Sensory attention is required for the majority of the workday (looking at computer screen, reading documents, etc.)

**TRAVEL REQUIREMENTS**
- Travel across chapter district as required.
- Must have a valid Ontario’s Drivers License and access to a reliable vehicle with valid insurance for work purposes.

**APPLICATION DETAILS**

**Deadline to Apply**: September 19th, 2025
- The above statements are intended to describe the general nature and level of work being performed by most people assigned in this position. They are not intended to be an exhaustive list of all duties, responsibilities, and requirements._
- **Commitment to Equitable Recruitment**_
- The Alzheimer Society recognizes the value and dignity of each individual and ensures everyone has genuine, open, and unhindered access to employment opportunities, free from any barriers, systemic or otherwise. We are dedicated to building a diverse and inclusive work environment, where the rights of all individuals and groups are protected and all members feel safe, respected, empowered, and valued for their contributions. We are committed to inclusive, barrier-free recruitment and selection processes in accordance with the Human_