Executive Assistant

The Burke Group; Golden Horseshoe; On-site; CAD 50,000 - 70,000; Full time

Job summary

A leading company is seeking an Executive Assistant to provide high-level administrative support and project management for the Executive Director. The ideal candidate will possess a university degree in business administration and have experience in the non-profit sector. Responsibilities include calendar management, event planning, and communication with key stakeholders. Strong interpersonal skills and a commitment to organizational ethics are essential.

Qualifications

• Minimum 2 years experience in executive administration in a non-profit sector.
• Demonstrated excellent interpersonal, oral and written skills.
• Ability to work independently and as part of a team.

Responsibilities

• Manage calendar and communications for the Executive Director.
• Assist with project management and event planning.
• Gather data for reports and facilitate stakeholder coordination.

Skills

Interpersonal Skills

Organizational Skills

Time Management

Computer Literacy

Bilingual (French and English)

Education

University Degree in Business Administration

College Diploma in Business Administration

College Diploma in Human Resources

Tools

MS Word

Excel

Email

Job description

The Executive Assistant will be responsible for providing professional, confidential, executive-level administrative support and project management for our Executive Director.

Administrative Responsibilities:

• Calendar management of the Executive Director; ensuring smooth, logical flow of work and events; setting up appointments and meetings; preparing agendas and attending meetings as required
• Send out meeting notifications, take minutes and distribute these to the required departments as needed
• Assist with coordination of workshops and conferences involving advertising, registration, payment processing, room bookings, and communication with travel accommodations as needed
• Prepare and distribute agency-wide surveys
• Create PowerPoint presentations, advertising information, brochures and newsletters
• Research and analyze information; create reports; maintain data and spreadsheets
• Reconcile credit card payments
• Prepare travel arrangements for the Executive Director and ensure all business-related trips are taken care
• Update and maintain agency-wide organizational charts
• Assist with meetings, including room preparation, ordering meals, refreshments and clean-up
• Assist Human Resources staff as needed, including filing, sending out memos and emails, etc.
• Type, update/format and distribute various manuals related to all internal operations
• Maintain inventory of office supplies and order stock as needed
• Attend team meetings as needed
• Complies with organizational policies and procedures

Operational Responsibilities

• Board Support – act as liaison for the board of directors, organize meetings, distribute materials and assist in governance-related tasks
• Project Management – track ongoing projects, set deadlines, ensure milestones are met
• Event Planning – help plan fundraising events, conferences or community outreach initiatives

Strategic Assistance Responsibilities

• Data Collection and Analysis- Gather data for impact reports, grant applications, or strategic plans
• Stakeholder Coordination- Facilitate communication with donors, partners, and key stakeholders
• Grant Tracking- Monitor grant deadlines and coordinate submissions with the fundraising team

Requirements

• University Degree in business administration with a minimum of 2 years’ experience in executive administration in a non-profit sector
• College Diploma in business administration and 5 years’ experience as an executive administrative coordinator and/or assistant in the non-profit sector
• College Diploma in a related field (Human resources, communications, finance) with 10 years’ experience as an executive administration assistant in the non-profit sector
• A valid G driver’s license with a reliable vehicle and with proof of $1 million liability
• Availability to work some evenings
• Ability to work independently and as part of a team
• Demonstrated excellent interpersonal skills
• Demonstrated good oral and written skills
• A well-defined sense of diplomacy, including solid negotiation, conflict resolution, and people management skills
• Computer literacy, including practical working skills in MS Word, Excel and e-mail required
• Good organizational skills, time management and prioritizing skills
• Strong morals and ethics, along with a commitment to staff and client privacy
• Demonstrated commitment to ongoing professional education
• Ability to monitor financial accountabilities
• Physically able to perform all assigned tasks
• Bilingual in both French and English is an asset