Executive Assistant (14 Months Contract)

at  Dixon Hall

Employment Type: Full-time, (14 Months Contract)
Department: Office of the CEO
Union: Excluded
File #: 24-CEO-01
Posting Date: September 20, 2024
Posting Close: October 04, 2024

POSITION SUMMARY

Reporting to the CEO, the Executive Assistant is accountable for providing senior-level administrative support to the CEO and serves as the primary liaison for stakeholders on all matters pertaining to the office of the CEO. The role calls for a high degree of initiative and independent judgment in managing the CEO’s schedule and activities. The Executive Assistant deals with the Board of Directors, its committees, and the senior management team, on a confidential basis. The Executive Assistant uses discretion in the dissemination of information, organizes and coordinates executive outreach and external relations efforts, and manages special projects to successful completion, often under tight deadlines.

Executive Support

• Manages a complex calendar of appointments and detailed travel plans, ensuring effective prioritization of tasks and activities through timely coordination and collaboration with stakeholders.
• Acts as “gatekeeper” in planning and coordinating the CEO’s schedule, ensuring efficient utilization of the CEO’s time and aiming for win-win relationships with those seeking access to the CEO’s time and office.
• Communicates directly, or on behalf of the CEO, with Board members, donors, staff, volunteers, and government officials on matters related to the CEO’s initiatives, and to accomplish operational tasks; develops, leverages, and influences relationships to achieve outcomes and to improve relationships.
• Coordinates the flow of incoming and outgoing communications and responds to or redirects inquiries to the appropriate person or office.
• Develops communications, correspondence, and presentations, and completes them in a timely manner.
• Organize and maintain digital files in SharePoint (SP) following established protocols, ensuring all documents are accurately filed, up to date, and easily accessible to team members.
• Plans, schedules, and manages logistics related to meetings/conferences, completes expense reports, and prepares and compiles meeting materials, ensuring completeness and accuracy.
• Researches, prioritizes, and follows up on issues and concerns addressed to the CEO and determines the appropriate response or course of action.
• Manages and maintains documents and records (electronic and physical files), ensuring data/documentation integrity and ease of reference and retrieval.
• Initiates and leads a variety of initiatives for the CEO that supports the cultivation of ongoing relationships and contributes to the overall success of the organization.
• Experience with Board applications, such as Diligent Boards, for managing board communications, document distribution, and governance activities

Qualifications

• College or university education in a related field, combined with increasingly responsible administrative support experience that includes 3 to 5 years supporting C-level executives in a fast-paced setting, preferably gained in a non-profit environment.
• Thrives in a small, community-based, entrepreneurial environment that is mission-driven, results-driven and community oriented.
• Strong planning and organizational skills and able to multi-task and accomplish well under pressure.
• Exceptional verbal and written communication skills, including strong Board minute-taking skills.
• A high level of integrity and discretion in handling confidential information.
• A friendly and approachable demeanour, with a positive attitude and a genuine willingness to engage with others, combined with well-developed interpersonal skills to interact professionally and courteously with a diverse range of people.
• Proactive approach to work, self-motivated and can work well independently and as part of a team.
• A positive, “can do” attitude and a good sense of humour.
• Strong proficiency in the MS Office suite, MS 365, a variety of online meetings, web conferencing, and integrated computer systems (ICS) software (e.g. GoToMeeting, Zoom, Skype, TELUS Business Connect).
• Advanced written, verbal, and aural English language communication skills; fluency in French and additional languages, relevant to the communities of service, will be considered an asset.
• Self-directed and independent, as well as proven experience in working effectively as an inter-disciplinary team member in collaboration with other community professionals.
• Must be qualified to work in Canada legally for the employer.
• Able to provide a Vulnerable Sector Screening check with a ‘Clear’ or satisfactory result that meets the operational requirements of the Agency.
• Must have up-to-date vaccinations against COVID-19 with a vaccine that has been approved for use in Canada

Professional support activities include, but are not limited to the following:

Executive Support

• Manages a complex calendar of appointments and detailed travel plans, ensuring effective prioritization of tasks and activities through timely coordination and collaboration with stakeholders.
• Acts as “gatekeeper” in planning and coordinating the CEO’s schedule, ensuring efficient utilization of the CEO’s time and aiming for win-win relationships with those seeking access to the CEO’s time and office.
• Communicates directly, or on behalf of the CEO, with Board members, donors, staff, volunteers, and government officials on matters related to the CEO’s initiatives, and to accomplish operational tasks; develops, leverages, and influences relationships to achieve outcomes and to improve relationships.
• Coordinates the flow of incoming and outgoing communications and responds to or redirects inquiries to the appropriate person or office.
• Develops communications, correspondence, and presentations, and completes them in a timely manner.
• Organize and maintain digital files in SharePoint (SP) following established protocols, ensuring all documents are accurately filed, up to date, and easily accessible to team members.
• Plans, schedules, and manages logistics related to meetings/conferences, completes expense reports, and prepares and compiles meeting materials, ensuring completeness and accuracy.
• Researches, prioritizes, and follows up on issues and concerns addressed to the CEO and determines the appropriate response or course of action.
• Manages and maintains documents and records (electronic and physical files), ensuring data/documentation integrity and ease of reference and retrieval.
• Initiates and leads a variety of initiatives for the CEO that supports the cultivation of ongoing relationships and contributes to the overall success of the organization.
• Experience with Board applications, such as Diligent Boards, for managing board communications, document distribution, and governance activities.

Board Support and Liaison

• Serves as the CEO’s administrative liaison to the Board of Directors and Board committees: organizes the Board and Committee meetings and meeting packages including the preparation of agendas and hand-outs, records minutes and provides onsite assistance.
• Assists Board members with travel arrangements, lodging, and meal planning, as needed.
• Maintains Board documents and adheres to the bylaws on Board and Board committee matters.

Senior Management Liaison

• Works with the senior management team as their duties relate to the CEO, e.g. preparation of the Strategic Plan and Operating Plan documents, proofing documents, scheduling meetings, etc.
• Provides support for reporting and/or application requirements for funding, as needed.
• Other duties as required.

Qualifications

• College or university education in a related field, combined with increasingly responsible administrative support experience that includes 3 to 5 years supporting C-level executives in a fast-paced setting, preferably gained in a non-profit environment.
• Thrives in a small, community-based, entrepreneurial environment that is mission-driven, results-driven and community oriented.
• Strong planning and organizational skills and able to multi-task and accomplish well under pressure.
• Exceptional verbal and written communication skills, including strong Board minute-taking skills.
• A high level of integrity and discretion in handling confidential information.
• A friendly and approachable demeanour, with a positive attitude and a genuine willingness to engage with others, combined with well-developed interpersonal skills to interact professionally and courteously with a diverse range of people.
• Proactive approach to work, self-motivated and can work well independently and as part of a team.
• A positive, “can do” attitude and a good sense of humour.
• Strong proficiency in the MS Office suite, MS 365, a variety of online meetings, web conferencing, and integrated computer systems (ICS) software (e.g. GoToMeeting, Zoom, Skype, TELUS Business Connect).
• Advanced written, verbal, and aural English language communication skills; fluency in French and additional languages, relevant to the communities of service, will be considered an asset.
• Self-directed and independent, as well as proven experience in working effectively as an inter-disciplinary team member in collaboration with other community professionals.
• Must be qualified to work in Canada legally for the employer.
• Able to provide a Vulnerable Sector Screening check with a ‘Clear’ or satisfactory result that meets the operational requirements of the Agency.
• Must have up-to-date vaccinations against COVID-19 with a vaccine that has been approved for use in Canada.

Dixon Hall is dedicated to fostering an inclusive selection process and work environment, guided by their Race Relations and Employment Equity Policies. If selected for an interview, please inform the hiring manager or the People and Culture team of any accommodations you may require during the interview process.
To achieve their goal of inclusivity and diversity, Dixon Hall actively seeks exceptional candidates from varied backgrounds and with lived experiences. Individuals who self-identify as being from marginalized communities, including Indigenous peoples, racialized persons, persons with disabilities, and those from the 2SLGBTQIA+ community or who have experienced homelessness, are strongly encouraged to apply.
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