Executive Assistant

**JOB SUMMARY**

The Executive Assistant reports directly to the Chief Executive Officer (CEO) of Rideauwood, and works with the Leadership team, as well as staff, Board members, and other stakeholders. The incumbent must ensure clear and concise communication and overall flow of information between the CEO, the Leadership Team, the Board of Directors, staff, and other stakeholders. This position is challenged with managing a very active schedule for the CEO, ensuring that everything is accomplished in a timely manner, determining and negotiating priorities with stakeholders, and ensuring that nothing “falls through the cracks”. Interruptions are inherent in this environment. The incumbent must be able to regain focus quickly. The incumbent is expected to endorse organizational values, to adhere to policies and procedures, to be consistently informed of the CEO’s activities, who is available to respond to questions and provide approval where required for unusual circumstances. The performance of this role has a direct impact on the efficient operation of the organization and the CEO’s ability to carry out their functions. The incumbent is also responsible for supervising the reception area.

**RESPONSIBILITIES**

**CEO Support**
- Coordinates Leadership team meetings by preparing agendas, coordinating reports, distributing materials, and taking minutes.
- Supports and liaises to external community partners and committees, as determined by the CEO.
- Maintains continuous awareness of all activities under the responsibility of the CEO in order to interpret and direct for deposition, inquiries and directives from members of the Board of Directors, the Leadership team, funders and other relevant parties.
- Organizes and maintains Senior Leadership’ annual calendar including scheduling internal and external meetings with attendees, speaking engagements, and appointments.
- Ensures follow up on issues arising from meetings, and that key deadlines are entered into the planning cycle with meeting and submission deadlines being met, while prioritizing demands and finding alternative solutions.
- Arranges all logistics for relevant meetings/events including reservation of facilities, travel and accommodation with corresponding itineraries, equipment and catering. Assist in the organization of other related activities.
- Manages incoming correspondence by prioritizing and determining appropriate course of action, referral or response. Responds directly to general inquiries, referring to others when appropriate.
- Maintains a high degree of confidentiality for all matters as determined by the CEO, including labour relations and financial information.
- Anticipates problems and provides quick solutions that maximise the CEO’s time.
- Works with the Leadership team to address items and requests for the CEO.
- Drafts, edits and proofreads documents on behalf of the CEO.
- Prepares and submits Senior Leadership’ personal expense reports.
- Establishes, develops and maintains various internal office routines as applicable to Senior Leadership: databases, tracking systems, filing systems, reports, bring forward systems and confidential files.
- Demonstrates a high degree of professionalism and discretion when handling sensitive and confidential information, as well as during internal and external telephone calls.

**Governance**
- Supports the Board of Directors and Board Committees, including maintaining minutes, producing agendas, distributing materials, coordinating and booking meeting times and rooms, facilitating Board correspondence, maintaining contact lists, ordering food, and setting up and taking down rooms.
- Attends Board of Directors and Board Committee meetings to record minutes, highlighting decisions and actions as required, and sits in on in-camera items as deemed appropriate
- Keeps track of action items, and reports on outstanding action items, ensuring information is provided to Board members in a timely manner, and that timelines are being met. - Coordinates the Annual General Meeting.
- Maintains the Board of Directors and Board Committees’ Policy and Procedures Manual, corporate records of the organization, and by-laws.
- Keeps a high degree of professionalism and discretion when maintaining sensitive and confidential Governance information.

**Administrative Team Leadership**
- Supervises the day-to-day functions of the administrative team as they pertain to the reception area.
- Reviews existing standards and procedures, while implementing new best practices to ensure a seamless delivery of services to clients and visitors at the reception area.
- Produces and manages the reception schedule, approving planned absences and planning coverage accordingly, as well as responding to unplanned absences in a way that ensures reception coverage.
- Together with other applicable managers, guides and coaches administrative staff to participate in the knowledge exchange process.
- Sets goals and establishes key