Executive Administrative Assistant

**Company Overview**

Our non-profit client, Shelter Nova Scotia, supports people in times of crisis and transition through residential, trustee and outreach programs by providing a place to stay and services to promote stability for marginalized individuals.

**Summary**

Reporting to the Chief Executive Officer, the Executive Assistant is responsible for a wide variety of administrative duties in support of the Chief Executive Officer (CEO), Board of Directors, Chief Operating Officer (COO), Executive management members and the Central Office Team. The Executive Assistant is required to maintain confidentiality and professionally interact with employees, management and the public.

**Responsibilities**:
**Executive Support**
- Prepare agendas and materials for meetings coordinated by the CEO
- Attend meetings with the CEO and record minutes and/or action items for later distribution
- Manage calendars, schedule appointments, anticipating needs, changes, and rearranging meetings as appropriate
- Organize communications and plan events. Plan agendas, prepare meeting materials, book venues and catering in coordination with the events
- Provide direct administrative and office management support to all members of the executive team, as directed.
- Coordinate logistics of executive team programs including meetings, seminars, workshops, special projects, and events.
- Prepare and review presentations.
- Ensure meeting rooms are appropriately set-up and refreshed before and after meetings
- Maintain an accurate and up to date list of current Board members, contact information, resumes and term length
- Assist in the organization of Board meetings and other committee meetings.
- Attend Board meetings as required
- Maintain adequate records of Board meetings, minutes and reports
- Present a positive and professional image of the executive office to all visitors, suppliers, and other persons.
- Booking meetings both in person and virtually including sending invitations, booking venues, catering, arranging required tech support, preparing agendas, circulating required documentation, taking and distributing minutes, meeting set up and take down

**Communications and Fundraising**
- Assist in maintaining up to date donation records; prepare individualized thank you letters and send with the tax receipts as required
- Assist in maintaining information on volunteer opportunities on website; respond to requests for information about volunteer opportunities as required
- Support with events and fundraisers as needed

**Shelter Services, Housing and Community Corrections**
- Receive and file the House Managers’ month-end reports; accumulate bed statistics; enter the data into spreadsheet monthly
- Source and arrange training locations and catering; record training certificates as required
- Book meeting spaces, required tech equipment, catering as needed
- Book conferences, hotels, flights and car rentals
- Maintain a variety of lists and distribute or place in a central location
- Establish and maintain files on the tombstone data for each of the facilities; source documents or information as required
- Prepare and send organization-wide communiques; contact external agencies to gather information

**Central Office**
- Assist with booking of meeting spaces as required
- Monitor stationary supplies and kitchen supplies; order as required
- Coordinate office activities as required
- Set up and maintain paper and electronic filing systems, archive files on a regular basis
- Share in the housekeeping tasks to keep the office tidy
- Keep front reception area neat and tidy; liaise with donors and other office guests in a manner that focuses on superior donor experience
- Accept and process donations at the door and in the mail, as required
- Develop and maintain templates and format documents, as required
- Perform other related duties as assigned

**Occupational Health and Safety**
- Be knowledgeable of the Nova Scotia OH&S Act and regulations and abide by same
- Comply with the employee responsibilities as outlined in the Internal Responsibility System for OH&S and cooperating with occupational health and safety initiatives.
- Responsible for following safe work procedures; using personal protective and safety equipment as required
- Reporting any illness or injury immediately to their manager; reporting unsafe acts and unsafe conditions

**Technical Competencies**
- A recognized diploma or degree from a recognized educational institution or the equivalent combination of education and experience
- 5-7 years' experience in an administrative role preferred.
- Strong knowledge of office procedures and practices.
- Keen attention to details.
- Proficient with Microsoft Office Suite (Outlook, Word, Excel, Power Point, Access).
- Resourceful and flexible.
- Proven organizational and time management skills.
- Proficiency with virtual meeting platforms, social media, VPN (Sync), CRM databases.

Pay: $57,993.00 per year

**Benefits**: