Executive Assistant

Villa Charities Inc is currently looking for an Executive Assistant. This role reports to the CEO

The Executive Assistant, Administrative Services will play a key role in advancing the organization’s strategic and operational plans by providing support to the CEO and the Executive Team; will collaborate and build strong relationships with both internal and external stakeholders including the Board of Directors; will work closely with all members of the Executive Team and report directly to the CEO.

**Key Accountabilities & Responsibilities**

**Executive Office Administration**
- Support the CEO and other members of the Executive Team in delivering on all aspects of the organization’s strategic and operational plans
- Support administrative tasks including scheduling & organizing meetings, managing calendars, and preparing correspondence, reports, and minutes as required for the Executive Team
- Provide strategic analyses support through data consolidation and analysis
- Build strong and positive working relationships with various stakeholders
- Develop a strong understanding of all aspects of the organization’s multiple operations
- Assist in leading and coordinating project plans and prepare and track status reports for the Executive Team as required
- Maintain professionalism, confidentiality, exercise discretion, diplomacy, and sound judgment when interfacing with stakeholders
- Provide leadership and direction to the reception administration team

**Board of Directors and Board Committees Administration**
- Act as Board liaison, and support the Villa Charities Board, Affiliate Boards, and Committees
- Manage all aspects of Board and Committee meetings, including developing monthly agendas with the CEO and Board Chairs, and creating Board meeting packages on the Board Portal
- Attend all Board and Committee meetings that take place during the day and evenings and take minutes of the meetings
- Ensure minutes from each Board and Committee meeting are prepared and distributed to all Directors, following review by the CEO and the respective Board and Committee Chairs and follow-up on action items
- Provide training and orientation for new Board and Committee members; support professional development training and Board retreats, and other Board-related activities
- Manage the election process and the Annual General Meetings for Villa Charitiesand the Affiliate Boards
- Manage the list of Board directors and Committee members, maintaining and updating Board members’ profiles and terms as required
- Manage the Board portal and ensure it is up to date with Board meeting minutes and orientation documents
- Ensure minutes books for all Boards are up to date
- Liaise with legal counsel on Board-related matters

**Qualifications Required**
- Completed a relevant Bachelor’s degree
- Excellent written and verbal communication skills and strong attention to detail
- Minimum 3 to 5 years of executive administrative experience including Board of Directors administration
- Highly organized and flexible with the ability to manage multiple priorities, tasks and relationships in a fast-paced professional environment
- Proven ability to deal with ambiguity and work in an environment of pressing deadlines and constantly changing priorities
- Excellent knowledge of general office procedures and practices and project management skills.
- Demonstrated ability to handle confidential material and information with discretion
- Proven decision-making, organizational and analytical and critical thinking skills
- Strong problem-solving skills with the ability to clearly define issues and develop or source appropriate solutions
- Strong skills in the Microsoft Office Suite required
- Previous experience supporting the delivery of strategic priorities is essential
- Self-motivated with proven ability to proactively organize, prioritize work and meet critical deadlines

**Location**

901 Lawrence Ave W, Toronto, ON M6A 1C3

**About us**

**Salary**: $65,000.00-$75,000.00 per year

**Benefits**:

- Company events
- Dental care
- Discounted or free food
- Employee assistance program
- Extended health care
- On-site gym
- Vision care
- Wellness program

Schedule:

- 8 hour shift
- Monday to Friday

Ability to commute/relocate:

- North York, ON: reliably commute or plan to relocate before starting work (required)

**Experience**:

- Executive Assistant: 3 years (preferred)
- Board of Governance and Directors: 2 years (preferred)
- Non profit: 1 year (preferred)