Executive Assistant

**Overview**

**Areas of Responsibility**

**1. Executive administrative support**
- Provides administrative support to the Executive Director as required and to senior management
- Supports and assists the Executive Director and senior management team with collective bargaining
- Coordinates and supports meetings of the Executive Director, Board of Directors, and Committees including managing logistics, preparing agendas and minutes, distributing materials, and assisting with post-meeting follow-up
- Prepares correspondence as directed

**2. Human Resources and Operations coordination**
- Supports onboarding of new staff, including orientation and setting up payroll, benefits, IT requirements
- Coordinates time management system and payroll
- Keeps electronic and paper filing systems up-to-date, secure, and confidential
- Ensures all agency policies and procedures are kept up to date
- Administration of various databases
- Acts as liaison for vendors and suppliers as needed
- Coordinates facilities, equipment, and IT needs
- Facilitates purchases and maintains inventory of equipment, services and supplies

**3. Financial management support, **under direction of Operations Manager
- Reviews and processes supplier invoices and payables as per financial policies and procedures
- Prepares customer invoices and tracks accounts receivables
- Tracks and processes cheques and electronic fund transfers
- Prepares semi-monthly bank deposits
- Conducts monthly reconciliation of bank and credit card statements
- Contributes to the annual budget development process
- Supports annual audit process

**4. Communications and promotions**
- Coordinates the production of promotional materials
- Keeps website up to date
- Creates content and updates social media
- Coordinates exhibits at conferences, information fairs, etc.

**5. Program support**
- Compiles statistics for various programs
- Tracks various agreements, renewals, terminations, and produces associated quarterly and annual reports
- Assists with drafting reports, funding proposals, research, and presentations as needed for a variety of projects
- Provides support for accreditation process and capacity building of the organization

**6. General responsibilities**
- Actively supports a workplace culture of caring, collaboration, mutual respect, and professionalism
- Assists in coordinating and participates in professional development activities, special events, and fundraising activities
- Provides backup support and coverage for other administrative team members as required (including coverage of reception)
- Other duties as assigned

**Requirements**:

- Proven experience in an administrative or executive assistant role is preferred (3 to 5 years of direct experience preferred).
- Strong clerical skills with attention to detail in data entry tasks.
- Excellent customer service skills with the ability to handle inquiries professionally.
- Familiarity with Microsoft Office, QuickBooks, Google apps, DocuSign, Social Media platforms; with comfort and interest to learn new software as needed, is a plus.
- Ability to manage time efficiently and prioritize tasks effectively in a fast-paced environment.
- Strong written and verbal communication skills are essential.
- High level of discretion and confidentiality when handling sensitive information.
- Demonstrated analytical and problem-solving skills.
- Quality improvement mindset, with desire and ability to reflect, learn, and improve self and work processes.
- High level of sound and independent judgment, reasoning, and discretion
- Proficient in operating phone systems and demonstrating effective phone etiquette.
- Experience managing Web content is an asset

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

Pay: $50,000.00-$63,750.00 per year

**Benefits**:

- Dental care
- Disability insurance
- Extended health care
- Life insurance
- Paid time off
- RRSP match
- Wellness program

Flexible language requirement:

- French not required

**Education**:

- Secondary School (preferred)

Work Location: In person

Application deadline: 2024-12-08