Executive Assistant to CEO

2 weeks ago

Mississauga, Canada Malton Neighborhood Services Full time

Position: Executive Assistant

Reports to: Executive Director

Contract type: Fulltime

Role Type: Non-Union

Start Date: ASAP

Hours: 35 hours/week

Location: Peel Region

About MNS:
Role Overview:
**Duties**:

- Provide administrative support to the Executive Director, including managing calendars, scheduling appointments, coordinating meetings, and making travel arrangements.
- Serve as the primary point of contact for internal and external communications on behalf of the Executive Director. Draft, edit, and proofread correspondence, reports, and presentations as needed.
- Maintain accurate records, files, and databases. Handle confidential information with discretion and professionalism.
- Prepare agendas, take minutes, and follow up on action items for meetings attended by the Executive Director. Coordinate logistics for board meetings, staff meetings, and other organizational gatherings.
- Assist the Executive Director in managing special projects and initiatives. Conduct research, gather data, and prepare materials as required.
- Assist in the planning and execution of events, including fundraising events, community outreach activities, and staff appreciation events.
- Assist in monitoring and tracking budget expenditures for the executive office. Prepare expense reports and reconcile credit card statements.
- Build and maintain positive relationships with staff, board members, donors, volunteers, and external stakeholders.
- Oversee the day-to-day operations of the executive office. Order supplies, maintain equipment, and ensure the office is well-organized and conducive to productivity.
- Assist Human Resources functions as needed
- Perform other administrative tasks and responsibilities as assigned by the Executive Director.

Qualifications:

- Post secondary education in a related field. Bachelor's degree in business administration, Public Administration, or a related field preferred.
- Minimum two years' experience as an executive assistant or similar role, preferably in a nonprofit or community services organization.
- Excellent organizational and time management skills, with the ability to prioritize tasks and meet deadlines in a fast-paced environment.
- Strong written and verbal communication skills, with exceptional attention to detail and accuracy.
- Discretion and confidentiality in handling sensitive information and communications.
- Ability to work effectively both independently and as part of a team.
- Flexibility and adaptability to changing priorities and responsibilities.
- Experience in event planning and project management is an asset.
- Knowledge of the community and social services sector is desirable
- Upon successful hire, must provide a valid Vulnerable Sector Screening (VSS) police check obtained within past six (6) months.

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

Pay: $35,193.25-$73,814.53 per year

**Benefits**:

- Dental care
- Paid time off

Schedule:

- Monday to Friday
- Weekends as needed

**Education**:

- Secondary School (preferred)

Work Location: Hybrid remote in Mississauga, ON

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