Executive Assistant (posted on behalf of client)

at  Pesce Associates

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.

• 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.