Executive Assistant

TIME COMMITMENT: Min. of 22.5 hours per week (with the possibility of increasing up to 37.5 hours per week
depending on operational needs, the employee’s availability, and demonstrated capacity in the role)

BASE COMPENSATION: $30.00 - $33.00 per hour

DIRECT SUPERVISOR: Director of Development

JOB SUMMARY

The Executive Assistant will be responsible for handling a wide range of administrative and support related tasks for the management team and will be able to work with little or no supervision. He/she will act as primary point of contact for internal and external constituencies on all matters pertaining to the Administrative Team and may be delegated the role of organizational representative. The Executive Assistant must be able to work independently and under pressure at times to handle a wide variety of activities and confidential matters with discretion. The position is under supervision and responsible for the quality of the work and is expected to seek clarification and direction on any matters of concern.

QUALIFICATIONS

• College, University or equivalent diploma in administration, management or other related fields; or a combination of education and experience working in a similar role;
• Strong organizational and time management skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail;
• Strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors;
• Proven ability to handle confidential information with discretion, manage competing priorities, and demonstrate the highest standards of professionalism;
• Demonstrated proactive approaches to problem-solving with strong decision-making capability;
• Proficient in Google Workspace, Microsoft Office (Word, Excel, and PowerPoint), Adobe Acrobat, Canva, cloud-based platforms (ex. Google Sheets, Dropbox, WeTransfer, etc.), virtual meeting applications (ex. Zoom, Microsoft Teams, etc.) and social media platforms, with an aptitude to learn other applications and software if needed;
• Self-starter, autonomous and able to work with limited supervision;
• Diplomacy, tact and judgement;
• Regular and predictable attendance and punctuality, as well as reliability to make alternative arrangement when necessary;
• First Aid / CPR / ASIST certification an asset;
• Expert level written and verbal communication skills;
• Professionally proficient in both English and French languages; Indigenous language is a strong asset
• Culturally-competent regarding the values, traditions and belief systems of Indigenous peoples is a strong asset

RESPONSIBILITIES

• The Executive Assistant works independently performing a wide range of complex and confidential administrative and support related tasks;
• Provides administrative and operational support to the management team, including, but not limited to: assistance with effective and timely reporting, scheduling of meetings, planning of special events and travel arrangements;
• Successfully completes a broad variety of administrative tasks and critical aspects of deliverables with a hands-on approach, correspondence, and other tasks that facilitate the administration’s ability to effectively lead the organization;
• Assist in drafting and distributing internal communications, memos, and notices to ensure clear and timely information-sharing across departments;
• Record and distribute meeting minutes and ensure that action items are documented and followed up on appropriately.
• Provides leadership to build relationships crucial to the success of the organization, and may manage a variety of special projects, some of which may have organizational impact;
• Maintain compliance with applicable rules and regulations set in bylaws regarding board and board committee matters;
• Receives and redirects phone calls, inbound emails/ social media messages, and visitors to the administrative team;
• Help implement and maintain filing systems that support confidentiality, accessibility, and compliance;
• Coordinate and adhere to organized system of records and internal controls;
• Update and maintain the various membership, supplier, and distribution lists;
• Maintain inventory of office supplies and complete purchase orders;
• Organize and prepare meeting agendas and administrative packages for the Board of Directors and staff;
• Support the onboarding of new staff by preparing welcome materials and coordinating schedules for orientation meetings with leadership;
• Other duties/responsibilities assigned by the delegated supervisor

BENEFITS

• Group Insurance (health coverage, disability and life insurance);
• Pension plan contribution;
• 18 wellness days, 6 cultural days and 10 days during our annual winter closure;
• Provided lunch.