Executive Assistant (posted on behalf of client)

The Opportunity

Our Client is seeking a Full Time (40 hours per week) Executive Assistant. Working on-site, located in Toronto, the Executive Assistant will play a pivotal role in supporting the Executive Director and ensuring the efficient operation of our charity's activities. This multifaceted position encompasses administrative support, event coordination, donor relations, and program assistance, among other responsibilities.

The ideal candidate will be a proactive and detail-oriented individual who thrives in a fast-paced environment. They should possess strong organizational and communication skills, with the ability to adapt to changing priorities and to take initiative. The Executive Assistant will work closely with the Executive Director, staff, donors, and volunteers to help advance our Client's mission of empowering young people from the child welfare system and making a positive difference in their lives.

Why Work With Our Client:   

• Competitive Salary: $60,000 per year
  
  
• Comprehensive Benefit Package: includes 3K to paramedical services, and Short Term and Long-Term Disability including an Employee Assistance Program (EAP).

• Time-Off: 3 weeks-vacation with a 1-day vacation increase per year worked, up to 35 days' vacation   

• Leave: 8 sick days, 1 personal day, 1.5 medical appointment days, bereavement allowance   

• Professional Development: Training allowance of up to $700 per year   

• Tools you need to succeed: All staff receive a MacBook and access to our mobile friendly CRM system 

• Extended Break: One and a half hour (1 ½) long lunch break healthy living program when you exercise for 30 minutes during lunch 

What you will be responsible for:

• Executive Director Support
  • Provide direct support to the Executive Director, including managing their calendar, scheduling meetings, preparing materials, and a wide variety of other tasks as instructed.
• Administrative Support:
  • Assist with day-to-day administrative tasks, including scheduling meetings, managing calendars, and handling correspondence.
• Office Management:
  • Oversee office supplies inventory and procurement.
  • Coordinate maintenance and repairs for office equipment and facilities.
• Project Coordination:
  • Assist in the planning and organizing of projects and events, ensuring all details are meticulously managed from start to finish. Support special projects and initiatives as assigned, providing valuable assistance and contributing to their success.
  • Coordinate logistics, invitations, and follow-up for events.
• Donor Relations:
  • Assist with donor outreach and communication.
  • Assist in organizing fundraising events and campaigns.
• Board Support:
  • Coordinate board meetings, prepare agendas, and take minutes.
  • Assist with board communications and ensure timely distribution of materials.
• Financial Administration:
  • Assist with processing invoices, expense reports, and reimbursements.
  • Coordinate with the finance department on financial matters.
• Program Support:
  • Assist in organizing and coordinating program activities and initiatives.
  • Support program managers with administrative tasks related to program implementation.
• Research and Reporting:
  • Conduct research on relevant topics, trends, or best practices.
  • Assist in preparing reports for internal and external stakeholders.
• Policy and Compliance:
  • Assist in ensuring compliance with relevant laws, regulations, and organizational policies.
  • Maintain organizational records and documentation.
• Task Management:
  • Efficiently manage various tasks ranging from coordinating travel arrangements to planning and execution of special projects.
• Initiative and Adaptability:
  • Proactively identify areas for improvement and take the initiative to implement solutions. Adapt quickly to changes and manage priorities effectively.
• Communication:
  • Act as a liaison between the executive team, staff, and external stakeholders, ensuring clear and timely communication.

What we’re looking for:

• Post-secondary education in Executive Office Adminsitration or a related field, or equivalent education and experience.
• A minimum of 3 years’ experience in an executive administrative role or similar capacity, preferably in a similar non profit environment.
• Ability to thrive in a fast-paced environment and adapt to changing priorities.
• Excellent interpersonal relations skills and demonstrated ability to work with others effectively at all levels of the organization.
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Expert level written and verbal communication skills.
• Proactive mindset with the ability to take initiative and work independently.
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of client service and response.
• Proficiency in Microsoft Office Suite, CRMs, and Apple devices.
• Ability to work on-site, from 9:00 AM to 5:00 PM, Monday-Friday (40 hours per week).
• A satisfactory Vulnerable Sector police check is required to be considered eligible for this position.

We value and celebrate diversity: Our Client is committed to a selection process and work environment that is inclusive and barrier free. We encourage applications from all backgrounds and communities and are committed to having a team made up of people with diverse skills, experiences, and abilities. We actively encourage BIPOC and LGBTQ+ applicants to apply and we value the positive impact that diversity has on our teams. We are committed to equity, diversity, and social inclusion within our workforce and in all opportunities provided at our organization. Accommodations will be provided in accordance with the Ontario Human Rights Code, upon request.  

We thank all applicants for their interest in this position; however, only those applicants will be selected for an interview will be contacted.

Interested in this opportunity? Please submit your Resume and Cover Letter by the end of the day on February 11, 2025.