Executive Assistant

SeasonedPros; Halifax; On-site; CAD 50,000 - 70,000; Full time

Job summary

A non-profit organization in Halifax is seeking an Executive Assistant to support the CEO and executive team by managing administrative duties and communications. The role involves organizing meetings, maintaining records, and contributing to fundraising efforts. Candidates should possess strong organizational skills, be proficient with Microsoft Office, and have 5-7 years of relevant experience. This is an on-site position offering a chance to make a meaningful impact in the community.

Qualifications

• 5-7 years' experience in an administrative role preferred.
• Strong knowledge of office procedures and practices.
• Resourceful and flexible.

Responsibilities

• Prepare agendas and materials for meetings coordinated by the CEO.
• Manage calendars and schedule appointments.
• Assist in maintaining donation records and prepare thank you letters.

Skills

Proficient with Microsoft Office Suite

Attention to detail

Organizational skills

Client service orientation

Flexibility

Education

Recognized diploma or degree

Job description

Executive Assistant at Shelter Nova Scotia

Shelter Nova Scotia supports people in times of crisis. They offer help through emergency shelters, supported and community housing, and community outreach programs.

Summary

Reporting to the Chief Executive Officer, the Executive Assistant is responsible for a wide variety of administrative duties in support of the Chief Executive Officer (CEO), Board of Directors, Chief Operating Officer (COO), Executive management members and the Central Office Team. The Executive Assistant is required to maintain confidentiality and professionally interact with employees, management and the public.

Responsibilities

Executive Support

• Prepare agendas and materials for meetings coordinated by the CEO
• Attend meetings with the CEO and record minutes and/or action items for later distribution
• Respond to incoming telephone inquiries; screen and redirect calls as appropriate; respond to inquires, take and relay messages; retrieve and distribute messages from voicemail
• Manage calendars, schedule appointments, anticipating needs, changes, and rearranging meetings as appropriate
• Organize communications and plan events. Plan agendas, prepare meeting materials, book venues and catering in coordination with the events
• Provide direct administrative and office management support to all members of the executive team, as directed.
• Coordinate logistics of executive team programs including meetings, seminars, workshops, special projects, and events.
• Prepare and review presentations.
• Ensure meeting rooms are appropriately set-up and refreshed before and after meetings
• Maintain an accurate and up to date list of current Board members, contact information, resumes and term length
• Assist in the organization of Board meetings and other committee meetings.
• Attend Board meetings as required
• Maintain adequate records of Board meetings, minutes and reports
• Present a positive and professional image of the executive office to all visitors, suppliers, and other persons.
• Booking meetings both in person and virtually including sending invitations, booking venues, catering, arranging required tech support, preparing agendas, circulating required documentation, taking and distributing minutes, meeting set up and take down

Communications and Fundraising

• Assist in maintaining up to date donation records; prepare individualized thank you letters and send with the tax receipts as required
• Assist in maintaining information on volunteer opportunities on website; respond to requests for information about volunteer opportunities as required
• Support with events and fundraisers as needed

Shelter Services, Housing and Community Corrections

• Receive and file the House Managers' month-end reports; accumulate bed statistics; enter the data into spreadsheet monthly
• Source and arrange training locations and catering; record training certificates as required
• Book meeting spaces, required tech equipment, catering as needed
• Book conferences, hotels, flights and car rentals
• Maintain a variety of lists and distribute or place in a central location
• Establish and maintain files on the tombstone data for each of the facilities; source documents or information as required
• Prepare and send organization-wide communiques; contact external agencies to gather information

Central Office

• Assist with booking of meeting spaces as required
• Monitor stationary supplies and kitchen supplies; order as required
• Coordinate office activities as required
• Set up and maintain paper and electronic filing systems, archive files on a regular basis
• Share in the housekeeping tasks to keep the office tidy
• Keep front reception area neat and tidy; liaise with donors and other office guests in a manner that focuses on superior donor experience
• Accept and process donations at the door and in the mail, as required
• Develop and maintain templates and format documents, as required
• Perform other related duties as assigned

Occupational Health and Safety

• Be knowledgeable of the Nova Scotia OH&S Act and regulations and abide by same
• Comply with the employee responsibilities as outlined in the Internal Responsibility System for OH&S and cooperating with occupational health and safety initiatives.
• Responsible for following safe work procedures; using personal protective and safety equipment as required
• Reporting any illness or injury immediately to their manager; reporting unsafe acts and unsafe conditions

Technical Competencies

• A recognized diploma or degree from a recognized educational institution or the equivalent combination of education and experience
• 5-7 years' experience in an administrative role preferred.
• Strong knowledge of office procedures and practices.
• Keen attention to details.
• Proficient with Microsoft Office Suite (Outlook, Word, Excel, Power Point, Access).
• Resourceful and flexible.
• Proven organizational and time management skills.
• Proficiency with virtual meeting platforms, social media, VPN (Sync), CRM databases.

Behavioral Competencies

• Achievement Motivation: Is energetic and committed to meeting goals and targets set, even when tasks are repetitive; actively reviews schedules and plans to avoid unnecessary over runs; wants to do things well and consistently delivers to best of own ability; willing to respond to reasonable requests to do tasks that go beyond normal scope of job.
• Attention to Detail: Accomplishes a task through concern for all the areas involved, no matter how small. Proofreads documents to ensure correct grammar, spelling and formatting. Monitors and checks work or information and plans and organizes time and resources efficiently.
• Business Orientation: Consistently delivers required business results; sets and achieves achievable, yet aggressive goals; consistently complies with quality standards and meets deadlines; maintains focus on the organization's goals.
• Client Service: Is dedicated to meeting the expectations and requirements of clients in a manner that provides satisfaction for the client and fosters client loyalty. Is respectful of others, helping or serving them to meet their needs by discovering those needs and figuring out how to best meet them.
• Commitment to Learning: Demonstrates a commitment to learning by proactively seeking opportunities to develop new capabilities, skills, and knowledge; acquires the skills needed to continually enhance his/her contribution to the organization and to his/her respective profession.
• Commitment to Reflective Practice: Has capacity to regularly take a conscious look at emotions, experiences, actions, and responses, and using that information to add to his or her existing personal and professional knowledge base, as it is an important way to bring together theory and practice.
• Communication: Able to write in a variety of communication settings and styles; can get messages across that instigates appropriate actions; orally communicates positively in a variety of formal and informal settings; actively listens.
• Developing Others: Involves a genuine intent to foster the learning or development of others with an appropriate level of need analysis. Its focus is on the developmental intent and effect rather than on a formal role of training. It requires a genuine intent to develop others with some thought or effort and does not include routinely sending people to formal training programs.
• Flexibility: Is open to change and new information; adapts behavior and work methods in response to new information, changing conditions, or unexpected obstacles. Adjusts rapidly to new situations warranting attention and resolution.
• Gratitude: Identifying and appreciating the goodness and hope in "what is" and "what will be".
• Initiative: Identifies what needs to be done and confidently takes action to achieve standard of excellence beyond job expectations.
• Planning and Organizing: Sets priorities, goals, tracking systems and timetables to achieve maximum productivity. Is able to change focus to another task at short notice; able to manage stress that may arise with conflicting priorities.
• Relationship Building: Able to develop, maintain, and strengthen relationships with others inside or outside of the organization who can provide information, assistance, and support; gains support for ideas and motivates others to advance the objectives of the organization and influence outcomes; able to present key points of an argument persuasively, negotiate and convince others.
• Respect for Confidentiality: Understanding the confidential nature of the work and respecting that confidentiality by sharing information only on a need-to-know basis. Protects confidential information of the clients.
• Teamwork and Cooperation: Works cooperatively, with a positive attitude with others to achieve common goals. Willingly co-operates; is friendly and cooperative. Keeps other team members up to date. Addresses conflicts or issues within the team in a positive and open manner.
• Values Diversity: Demonstrates an understanding of the impact of personal behavior in creating an inclusive and respectful workplace. Responds respectfully and effectively to all people, regardless of the similarities and differences. Behaves in a manner that recognizes and values the collective mixture of differences and similarities of people. Supports diversity of thoughts and ideas in dealing with others. Readily seeks opportunities to learn in order to enhance interactions within a diverse workplace.