Reporting directly to CEO, the Executive Assistant provides executive support in a one-on-one working relationship. The Executive Assistant serves as the primary point of contact for internal and external stakeholders on all matters pertaining to the Executive Office. The Executive Assistant also serves as a liaison to the board of directors, management team and branch executive directors.
The ideal individual will act as the eyes and ears of the organization to keep the CEO aware of issues and concerns. Have the ability to exercise good judgment including determining appropriate course of action in a variety of situations. Strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.
Completes a broad variety of administrative tasks for the CEO including managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings. Plans, coordinates and ensures the CEO’s schedule is followed and respected. Provides “gatekeeper” and “gateway” role, creating win-win situations for direct access to the CEO’s time and office.
We are seeking an experienced individual with a Bachelor’s degree. A minimum of five to 10 years of experience supporting C-Level Executive, preferably in a non-profit organization. Proficient in Microsoft Office 365 environment (Outlook, Word, Excel, and Power Point) and Adobe Acrobat. Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail. Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members and external partners. Expert level written and verbal communication skills. Demonstrated proactive approaches to problem-solving with strong decision-making capability. Highly resourceful team-player, with the ability to also be extremely effective independently. Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response. Demonstrated ability to achieve high performance goals and meet deadlines in a fast paced environment. Forward looking thinker, who actively seeks opportunities and proposes solutions. Must be able to work four weekends a year for board and volunteer meetings.
We welcome and encourage applications from all individuals with relevant experience, people with disabilities, including people with lived experience of mental health and addictions issues and family members. Accommodations are available on request for candidates taking part in all aspects of the selection process.