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We’re passionate about making progress on climate action and committed to making a positive difference in communities. Keen to join a caring, capable, and committed team doing great work on the path to Net Zero?
Send your resume and cover letter in a single pdf document describing your interest and fit for role via the Indeed platform. Applications without a cover letter will not be considered. We are committed to a fair and equitable hiring process. If you require accommodations at any stage, please let us know.
Applications will be accepted until Sunday September 7, 2025. We encourage early submissions as we will review applications on a rolling basis.

EDUCATION & EXPERIENCE:

· Graduation from a recognized post-secondary institution, administrative professional diploma or specialized training program or relevant combination of education and experience;
· Five to seven (5-7) years of experience supporting senior executive(s) or an equivalent combination of education, training, and experience;
· Proficient in Microsoft 365 (Sharepoint, Teams, One Drive), virtual meeting platforms (Zoom, Teams)
· Must have advanced skills and practice related to word processing, spreadsheets and presentations using applications such as MS Word, Excel, Powerpoint, and Outlook;
· Experience with enterprise software tools for Customer Relationship Management system administration asset; and
· Experience working in the non-profit sector would an asset.

KNOWLEDGE, SKILLS & ABILITIES:

· Exercises considerable judgment, tact and discretion in preparing, disclosing and handling information of a confidential and/or sensitive nature;
· Liaises in a professional and courteous manner with senior leaders, directors, staff, and external partners to gather and disseminate information;
· Communicates in a compelling, clear, and understandable manner (both verbally and in writing) and uses strong persuasion abilities to represent the needs of the Executive Director and the organization;
· Applies excellent administration, project planning, organization and time management skills to prioritize and complete assignments in a manner that is adaptable and optimizes organizational effectiveness;
· Practices care and thoroughness with strong numerical accuracy and attention to detail when maintaining, monitoring, calculating and summarizing data, records and budget information;
· Skilled in digital communication and scheduling tools, with the ability to manage inboxes, set up automations, and apply sound judgment in communication across multiple platforms;
· Strong general ‘tech’ literacy and adaptability, with the ability to troubleshoot common issues, apply security best practices, and quickly learn and support the adoption of new tools;
· Employs expertise in the use of MS365 applications to create a variety of documents and presentations and repositories for organization information management; and
· Knowledge of information and records management best practices, including file structures, version control, permissions, and data privacy/compliance requirements (FOIPPA/PIPA) would be an asset.

POSITION PURPOSE & FUNCTION:

The Administrative and Executive Assistant will: (1) provide confidential administrative support to the Executive Director; (2) provide general administrative support for the organization; and (3) work closely with the Director of Finance to support financial administration and processes.
The position coordinates sensitive and confidential information and documentation flowing to and from the office of the Executive Director, the Board of Directors and Director of Finance, as needed, ensuring accurate and timely delivery of administrative services, and keeps the Executive Director and other Directors apprised of issues and activities. The position manages the Executive Director’s schedule and provides scheduling support for Directors and the Board of Directors, coordinates meetings, correspondence and information/document management.

DUTIES & RESPONSIBILITIES:

· Provides administrative support to the Executive Director and ZEIC Senior Leadership Team by preparing a variety of sensitive and confidential correspondence, memos, presentation materials, spreadsheets, reports from internal and external sources;
· Provides financial administration support including invoicing, expense report preparation, payroll tracking and processing support, spreadsheet preparation and other duties, as required;
· Receives scheduling requests for the Executive Director from various senior staff and external partners, schedules meetings, and resolves scheduling conflicts;
· Provides scheduling support for the Senior Leadership Team and the Board of Directors;
· Coordinates travel arrangements;
· Assists with meetings and event preparations, including invitations and attendance management, communications, meeting room layout, and catering;
· Provide note-taking and minutes for meetings to record key content, decisions, and action items; compiles, and distributes reference material for meetings and takes and transcribes meeting minutes and notes;
· Works independently and pro-actively to ensure strong and effective administrative systems are established and administrative and program operations needs are met;
· Fosters positive and respective relationships internally and externally, with a strong service-orientation and a collaborative, can-do spirit; and
· Other duties as required.