Support Ontario Youth is non-profit organization specializing in the skilled trades and apprenticeship pathway across the construction, industrial and motive power sectors. We are looking to hire a Executive Assistant, to help support our fast paced, driven, focused, and ever-expanding organization.

JOB SUMMARY

Reporting to the Executive Director, the Executive Assistant is responsible for scheduling and calendar management, travel arrangements, coordinating meetings and taking minutes, preparing reports, and handling a wide range of administrative tasks, acting as a crucial link between the executive and the rest of the organization.

EDUCATION AND EXPERIENCE

• Post-secondary education or equivalent combination of certification, education and experience sufficient to successfully perform the essential duties of the job such as those listed above.
• Minimum of 3 years of work experience in similar role required.
• Previous work with a Board of Directors and taking meeting minutes is preferred.
• Exposure to or experience working in a skilled trades environment is a nice to have, but not mandatory.

KNOWLEDGE, SKILLS AND ABILITIES

• Ability to handle sensitive information while maintaining confidentiality and discretion in a professional manner.
• General knowledge of and ability to operate computers, associated software applications, and hardware including Proficiency in MS Office with expertise in Microsoft Word, PowerPoint and Excel.
• Effective written and oral communication abilities, including the ability to speak professionally with different stakeholders. Must be comfortable interacting with external parties by phone.
• Superior ability to coordinate calendars of multiple staff and dedication to completing projects in a timely manner.
• Possesses an excellent attention to detail in their work.
• Exceptional planning and organizational skills.
• Possesses creative problem-solving skills and is solutions oriented.
• Ability to adapt to changing priorities.
• Works collaboratively with internal team members.
• Demonstrated time management skills, and experience with managing multiple priorities and deadlines.
• Ability to work in a fast-paced environment and with tight deadlines.
• Possess a continuous improvement mindset. Is open to feedback and can initiate changes for the benefit of the organization.
• Well-developed interpersonal skills, ability to flex their communication to their audience.
• Highly developed problem-solving skills, flexible, open-minded, approaches challenges with a positive attitude.
• Able to manage own time and workload and can work with minimal supervision.

ADDITIONAL REQUIREMENTS:

• Must be legally entitled to work in Canada in accordance with relevant Ontario legislation and regulations.
• Valid G Driver’s license, reliable vehicle and valid insurance.
• Must be a commutable drive to our Etobicoke office.

• Responsible for managing your own workflow to get the job/task done efficiently and in a timely manner.
• Managing internal and external communications with all stakeholders.
• Respond to general inquiries from the public and monitor/respond to emails, phone calls, and other inquiries in a timely and professional manner.
• Light organization of office including public and kitchen area.
• Manage executive’s calendar and schedule, including arranging and organizing meetings, conferences, and travel according to their preferences and time constraints.
• Assist the Board with preparation for and scheduling of quarterly meetings.
• Manage and coordinate executive projects, including research, data analysis, and report preparation if required.
• Maintain filing systems.
• Track and monitor progress of key projects.
• Provide administrative support to other departments within the organization, as needed.
• Draft, proofread, and edit documents, presentations, and reports for the Executive Director.
• Schedule staff meetings when necessary.
• Process the Executive Director’s expenses, including submitting reimbursement forms and managing travel-related expenses.
• Assist with special projects, including coordinating tasks, deadlines, and deliverables between teams or departments.
• Other tasks as assigned.