Executive Assistant, Not-for-Profit

Full-time, Permanent

$70-80k

2 hours ago in Administrative and Office Support

Job Description:

Our client, a not-for-profit foundation requires an Executive Assistant to join their team. The Executive Assistant plays a critical role in ensuring the organization remains focused on key priorities as established by the President & CEO, uses resources efficiently, and enhances the value that we enable for member foundations and philanthropic partners and staff. The incumbent will demonstrate the highest standard of customer service, organization, and detail orientation on while striving for excellence to streamline organizational processes and communications as it pertains to their accountabilities. The cultivation of relationships and cross functional/network-wide collaboration on is crucial for success.

Responsibilities:

 

  • Act as a primary point of contact between the President & CEO and internal/external stakeholders by upholding values and demonstrating tact.
  • Demonstrate the utmost discretion to manage confidential communications, documents, data and respond to sensitive internal and external inquiries.
  • Efficiently manage the President & CEO’s calendar by priori zing and scheduling appointments, meetings, as well as travel/hospitality arrangements as required.
  • Monitor the President & CEO’s communications (electronic and hard-copy) on a daily basis and respond to communications as directed. Forward communications to appropriate individual(s) and ensure timely action.
  • Provide support to the President & CEO in triaging and prioritizing matters arising, managing follow-ups as required, and executing recommended actions.
  • Provide administrative assistance to the extended SLT (VP, Partnerships & VP, Finance, People & Operations) as required including but not limited to coordinating calendars for intrateam, Board/Committee, Member Foundations and other stakeholders.
  • Regularly prepare, verify and process the CEO’s expense account for approval consistent with standard organizational processes/policies.
  • Facilitate the President & CEO’s fundraising efforts by updating their donor and partner interactions in the CRM system.
  • Identify President & CEO’s presence or participate on opportunities aimed at increasing impact by collaborating with cross-functional teams.
  • Proofread, prepare, and revise documents or correspondence as directed; distribute as required.
  • Maintain and organize office files, documents, and records hard copy and electronically, as applicable.
  • Act as liaison between President & CEO and the Board & Sub-committee Chairs, to ensure appropriate communication, coordination, and follow-up.
  • Support Board & Sub-committee meeting preparation by efficiently coordinating schedules, meeting logistics, travel/hospitality arrangements, as well as issuance of invitations and related meeting packages.
  • Attend all Board & Sub-committee meetings to record minutes and capture required actions. Distribute draft meeting minutes within 2 business days to the SLT and finalize no more than 5 business days thereafter.
  • Maintain official corporate record and archives of all Board & Sub-committee records and materials including by-laws, policies and procedures, terms of reference, minutes, as well as resolutions.
  • Ensure Board processes are compliant with by-laws, policies and procedures and the law.
  • Manage the Annual Board & Sub-committee Cycle including but not limited to the Board Skills Matrix, volunteer prospects and recruitment processes, on and offboarding of Members and planning the following year’s meeting schedule.
  • Develop tools, templates, systems, and resources that are consistent with industry standards, and best governance practices to enable a standardized and efficient process. Identify and implement enhancements.
  • Develop and maintain Board & Sub-committee orientation on and reference materials to ensure a positive and meaningful volunteer experience.
  • Other projects and duties as assigned

Qualifications:

  • Post-secondary education in business administration, office management, a related field, or a comparable level of experience.
  • A minimum of 5-7 years of recent experience supporting executive management and Board & Subcommittees.
  • Knowledge of Board and Governance procedure, preferably in the Not-for-Profit sector.
  • Experience in coordinating Board & Sub-committee meeting preparation and recording/distributing minutes effectively.
  • Proficiency beyond basic usage in the Microsoft Office Suite to encompass advanced features/functions to enhance productivity and streamline administrative tasks.
  • Strong written and oral communication skills to convey messages effectively and efficiently (e.g., recording and transcribing minutes of meetings by sufficiently summarizing and synthesizing pertinent topics of discussion and follow-up actions).
  • Advanced organizational skills proven through an ability to work under pressure, meet prescribed deadlines with a sense of urgency, and make the most effective use of available resources.
  • Strong attention to detail with proofreading and editing skills.
  • Exceptional service-oriented demeanor with a keen sense of tact and diplomacy.
  • Proven ability to manage sensitive and confidential information while exercising good judgment in diverse situations.
  • Adept analytical skills facilitating the prioritization and problem solving of tasks or projects.

To apply, upload your resume and complete the required information in the “Apply For The Job” section located to the right of the posting. Alternatively, quote the position title and email your resume to: Bailey; b.brown@tdspersonnel.com

If you are already registered with TDS Personnel please contact your Consultant.

TDS Personnel is an equal opportunity employer and is committed to providing employment in accordance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act. Accommodations within reason due to a disability or medical need are available on request for candidates taking part in the recruitment process.

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