Executive Assistant/project Lead

Position Overview:
The Executive Assistant & Project Lead plays a dual role in providing high-level administrative support to the Executive Director (ED) while also leading and managing designated projects. As an Executive Assistant (EA), this individual ensures seamless day-to-day operations by handling scheduling, correspondence, financial tracking, and document management. They will also act as a key liaison between the ED and internal/external stakeholders.

In the Project Lead capacity, this individual will be responsible for overseeing specific projects from inception to completion, ensuring that all key performance indicators (KPIs), budgets, and timelines are met. This includes financial oversight, tracking project expenditures, maintaining detailed records, and providing regular reports to the ED. They will work independently to ensure successful project execution while proactively identifying challenges and communicating solutions.

This role is ideal for someone with a background in project management, administration, or business operations who thrives in a dynamic environment requiring strong organizational, problem-solving, and communication skills.

Key responsibilities:

- Regularly update the Executive Assistants Workbook with relevant information.
- Manage incoming and outgoing mail and couriers efficiently.
- Provide logístical support for meetings, including minute taking and room bookings when PA is not available.
- Offer administrative support to the Executive Director (ED), including scheduling appointments and meetings.
- Track all of the ED’s receipts and purchases, ensuring that all invoices and receipts are accounted for and filed appropriately.
- Organize and file all financial records according to CIRP's filing system under the direction of the Executive Director.
- Collaborate with the Office Manager to prepare supporting information for annual review engagement.
- Coordinate travel arrangements for the ED, including booking flights, accommodations, and preparing itineraries.
- Prepare and proofread documents, reports, and correspondence on behalf of the ED.
- Maintain confidentiality and handle sensitive information with discretion.
- Support the ED in preparing for presentations, meetings, and conferences, including compiling necessary documents and materials.
- Liaise with internal and external stakeholders on behalf of the ED when needed.
- Serve as the project lead on designated initiatives, managing project timelines, deliverables, and budgets.
- Track and manage project finances within an approved budget, ensuring all receipts and financial records are filed appropriately.
- Provide regular project updates and financial reports to the ED.
- Ensure all key performance indicators (KPIs) for assigned projects are met and proactively communicate challenges or risks to the ED.
- Develop and maintain project plans, setting clear goals, timelines, and deliverables.
- Coordinate with team members, external partners, and stakeholders to ensure project success.
- Identify risks and implement mitigation strategies to keep projects on track.
- Ensure all projects align with CIRP’s strategic goals and objectives.
- Maintain project documentation and prepare end-of-project evaluations to assess outcomes and improvements.
- Participate in special projects designated by the Executive Director.
- Assist in assembling data and reports from CIRP programs at the end of each term.
- Ensure accurate data entry and filing in compliance with legislation, governance practices, and CIRP policies.
- Perform other duties as required.

Accountability:

- This position reports directly to the Executive Director and involves close collaboration with the Office Manager, Case Manager, Program Counsellors, Program Assistant, Clinical Supervisor, and others. The role also involves direct interaction with clients and advocates.

Qualifications and Skills:

- Minimum 3 years of experience in an Executive Assistant role, Project Lead, or Project Management position.
- Post-secondary education in Business Administration, Project Management, or a related field is preferred.
- Proven ability to manage multiple projects simultaneously, track budgets, and meet deadlines.
- Strong understanding of project management principles, including budgeting, risk assessment, and KPI tracking.
- Experience with financial tracking, invoicing, and maintaining organized records.
- Excellent organizational and time management skills with strong attention to detail.
- Strong verbal and written communication skills, with the ability to liaise effectively with stakeholders at all levels.
- Ability to work independently, take initiative, and problem-solve in a fast-paced environment.
- Proficiency in Microsoft Office Suite (Excel, Word, Outlook) and project management tools (e.g., Asana, Trello, or similar software) is an asset.
- Effective communication and interpersonal abilities.
- Understanding of health and safety regulations an