Executive Assistant

About Us

Catholic Family Services of Peel-Dufferin (CFSPD) is a dynamic, growing family service agency serving all areas of Peel and Dufferin. CFSPD is committed to providing a positive work environment for its employees and excellent services to its clients.

Position Overview

The Executive Assistant provides administrative and executive support to the Chief Executive Officer, Senior Management Team, and Board of Directors committees. The incumbent is also responsible for facilitating communication with community committees where Catholic Family Services of Peel-Dufferin (CFSPD) assumes a leadership role and undertakes special projects as assigned.

Key Responsibilities

Support to the Chief Executive Officer

• Coordinate the Chief Executive Officer's (CEO) schedule, appointments, reservations, and travel arrangements.
• Brief the CEO on scheduled appointments, meetings, and travel arrangements.
• Review the CEO's incoming mail and/or email, prioritize and summarize content, and process replies on own initiative or from the executive's notes and directives.
• Screen all calls for the CEO and handle all inquiries within capacity.
• Ensure that materials are prepared in advance of all meetings, provide background information, and arrange for briefings on significant topics.
• Organize meetings, prepare agendas, take minutes, distribute, and follow up on action items from these meetings.
• Prepare correspondence, reports, presentations, briefing notes, and memoranda.
• Track and monitor incoming and outgoing correspondence, requests, and submissions to CFSPD.
• Escalates issues concerning CFSPD to the attention of the CEO that are time sensitive.
• Represent CFSPD by attending meetings and participating on corporate committees, internal planning groups, task forces and working groups on behalf of the CEO.
• Initiate, plan, and carry out a variety of special projects on behalf of the CEO.

Support to the Board of Directors

• Assist in coordinating activities for: Board of Directors, Chief Executive Officer, Board Committee, Elections, maintain Board of Directors Rosters, and group e-mail and contact lists.
• Organize Board meetings, including the Annual General Meeting; prepare documentation, agenda, letters, and minutes for CFSPD and the Board.
• Coordinate Board and Committee projects and activities such as the ShareLife talks, gala preparation and assist with Board recruitment efforts.
• Draft emails on behalf of the Board Chair.
• Keep records up to date, such as the board lists, board calendars, government documentation (Form 1), and distribution lists.
• Schedule, attend, and prepare for the committee preparation meetings with the Board Chair, or Committee Chairs and the CEO to discuss the upcoming meeting agenda and documents.
• Attend all Board meetings and committee meetings.
• Project manage the creation of the Annual Report in advance of the Annual General Meeting.
• Maintain the Board work plan and complete tasks as assigned.
• Maintain the Board orientation package for any new board members and assist with onboarding and scheduling orientation.
• Research information, when necessary, to respond appropriately to queries.

Support to Executive Team

• Oversee the coordination and organization of agency events such as booking location, catering, and preparation of documentation.
• Oversee document preparation, formatting, photocopying and delivery - letters, reports, meeting minutes, proposals, seminar materials and other documents as required.

Event Coordination, Meetings, & Other Duties

• Coordinate agency events, including staff Christmas party, staff retreats, Annual General Meetings, and impromptu events.
• Attend required agency activities and meetings.
• Lead and mentor other administrative personnel.
• Perform other duties as assigned.

Qualifications

• A Bachelor's degree or equivalent combination of education and experience.
• 3+ years' experience in an executive assistant role or similar capacity, preferably within a non-profit organization or government administration.
• Excellent writing, editing, and verbal communication skills.
• Advanced computer skills using Microsoft Office Suite: Word, Excel, PowerPoint and Outlook; able to quickly and accurately produce/edit Excel spreadsheets and PowerPoint presentations; database management.
• Ability to perform general office duties, including opening mail, photocopying, faxing, and mailing materials via various delivery services.
• Research savvy with extensive experience using online resources.
• Excellent diplomatic skills; skilled at developing and maintaining personal, social, and business relationships representing the company in a professional manner.
• Highly developed planning and organizational skills; able to anticipate change, adjust responses accordingly, and initiate steps to maximize resources toward a common objective.
• Superior time management skills; critical thinker with strong attention to detail.
• High standards of ethics and confidentiality to handle sensitive information.
• Willing to work occasional evenings to support executive and board activities.