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Executive Assistant
3 weeks ago
**Job Title**:Executive Assistant **(37.5 hours per week**)**
**Main Purpose of the Job**:
The Executive Assistant position requires excellent communication skills, exceptional multitasking abilities, strong administrative, organizational and prioritization skills and pays attention to detail. The main duties include organizing, booking meetings and conferences. The position supports the Executive Director and the organization.
**Reports to**:Executive Director
**Direct Reports**:N/A
**Duties and Responsibilities**:
- Coordinate and organize meetings, conferences, and events, including logistics and material preparation.
- Assist with special projects, research, and analysis as assigned, providing valuable insights and delivering results within specified timelines.
- Efficiently manage and prioritize the Executive Directors calendar and appointments.
- Support the Executive Director in maintaining the daily/weekly schedule, assist with project planning and execution.
- Provide indirect support to the Rowan House Society Board of Directors.
- Ensure completion of the Corporate Registry.
- Take accurate meeting minutes, distribute them, and the follow up action items.
- Draft and finalize correspondence, presentations and documents as requested by the Executive Director.
- Support in revising the Policy and Procedures Manual.
- Maintain confidential files, records and databases with utmost accuracy and discretion.
- Support the Executive Director in the preparation for the Board of Directors meetings as well as Stakeholder and Strategic Planning meetings.
- Organize the legal and logístical requirements for the Annual General Meeting.
- Assist in the preparation of the Annual Report in collaboration with the Executive Director.
- Coordinate professional development opportunities as requested by the Executive Director.
- Schedule employee and cross team meetings as requested by the Executive Director.
- Distribute employee/volunteer compliance of agency policies and procedures in collaboration with the Executive Director.
- Ensure all legal requirements for the agency’s annual reporting.
- Maintain the Agency Minute Book and By-laws.
- Other duties as assigned by Executive Director
**Qualifications**:
- Certificate or Diploma in Business Administration with at least two years’ experience. An equivalent combination of education and experience may be considered.
- Proven experience as an Executive Assistant or in a similar administrative role.
- Minimum of 5 years demonstrated experience in office administration.
- Proficiency in using productivity software, like Microsoft Office Suite.
- Exceptional research and project management skills.
- Knowledge and understanding of the effects of domestic violence and abuse.
- Knowledge of trauma-informed practices and the values of Rowan House Society.
- Commitment to understanding cultural humility, diversity and supporting equality of opportunities.
- Awareness of the unique cultural and spiritual needs of indigenous individuals, families, and communities. A strong understanding of the realities and issues that impact the Indigenous communities.
- Ability to analyze risk and provide strong risk mitigation procedures.
- Willingness to be innovative and creative in enhancing current processes.
- Ability to think and act strategically and systematically.
- Strong interpersonal and crisis intervention, negotiation, and conflict resolution skills.
- Be a team player who is self-motivated and works effectively in a fast-paced environment with deadlines and multiple workflows.
- Strong public relations, interpersonal and communications (written and verbal) skills.
- Strong analytical and problem-solving skills to deal with complex tasks and issues with mínimal direction.
- Able to plan, organize and prioritize responsibilities to meet deadlines. Can effectively manage multiple tasks and varying workloads.
- Be discreet and maintain confidentiality to safeguard the security of files.
- Ability to work together in a team setting by being positive, professional, and approachable.
- Ability to maintain a calm manner, utilize critical thinking strategies in unpredictable circumstances and to respond effectively.
**Certificates**:
- Must have Criminal Record and Vulnerable Sector Check
- Must have Child Intervention Check
- Must be registered with their relevant professional organization as governed by the Health and Professions Act
- Must have current CPR and First Aid Certificate
- Must have current Suicide Intervention Training
- Must have Non-Violent Crisis Intervention
- Must have Naloxone Certificate
- Must have valid driver’s license and reliable transportation required
- Must provide Drivers Abstract Record
**Working Conditions**:
- Flexibility is required within this role, evening and weekends may be required
- This position is at the Emergency Shelter
**Physical Requirements**
- _**Strength Parameters**_
You may be required at times to lift boxes or event kit
