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Job Number:  38829
Executive Assistant to the President and CEO
Job Posted: Thursday, 12 October 2017
Closing Date: Wednesday, 25 October 2017
(48 days ago)
MS Society of Canada
Region: Toronto Metro area Type: Full time
Location: Toronto Salary: (not entered)

Executive Assistant to the President and CEO 
(Full-time)

 

Canada has the highest rate of multiple sclerosis in the world, making MS Canada’s disease. The MS Society of Canada is the country’s leading MS advocate, funding leading research in MS and programs & services that help people live well with the disease.

 

Reporting to the Director, Strategic Initiatives, the Executive Assistant is accountable for the effective and efficient operations of the President’s Office, the board of directors, select board committees, executive team and other senior staff or volunteer teams as may be appointed from time to time. The EA acts as first point of contact with the President’s office for internal and external stakeholders. The EA is accountable for aspects of calendar management, meeting planning and co-ordination, stakeholder relations activities. The EA also provides support to the Director, Strategic Initiatives and works collaboratively with other members of the President’s Office team.

 

Key Responsibilities:

  • Maintains the CEO’ appointment schedule by accurately maintaining meetings, appointments and travel itineraries through Outlook calendaring.
  • Assembles and co-ordinates the daily schedule and related documents for the CEO’s activities.
  • Prepares various types of formal and informal correspondence on behalf of the CEO including meeting agendas, memos, letters, e-mails invitations, reports, presentations, speeches and notes.
  • Acts as first contact with the President’s office for chapter, division and national office staff and volunteers and other organizations.
  • Pro-actively filters and manages the President’s Office email boxes.
  • Monitors the President’s telephone lines in their absence or during meetings.
  • Prepares expense reports for the CEO and coordinates their approval by the chair of the board.
  • Provides comprehensive and proficient administrative support to the President’s Office to ensure a structured, organized, timely and accurate operations.
  • Plans and co-ordinates all aspects of meetings led by the President’s Office, including accommodation and transportation for participants.
  • Drafts agendas, composes formal and informal correspondence and emails, circulates information.
  • Assists with the organization of periodic planning consultations and/or updates to existing plans and strategies;
  • Drafts, formats, edits, and proofreads various correspondence, reports and presentations.
  • Researches and compiles information and resources for reports and specialized projects as needed.
  • Drafts meeting agendas, attends meetings, records and distributes minutes as required
  • Ensures accurate and timely document management.
  • Organizes annual social events for staff in the Toronto office.
  • Supports the planning, organization and evaluation (where the case) of all meetings of the board of directors and a subset of its committees.
  • Drafts correspondence with the board and its committees and issues communication on behalf of the CEO.
  • Coordinates the submission of reports, materials and presentations for board and committee meetings.
  • Coordinates the preparation and distribution of material for board and committee meetings (meeting packages).
  • Provides support to the chair of the board and committee chairs.
  • Coordinates the receipt and submits expense reports on behalf of board and committee members.

Qualifications:

  • Post-secondary degree/diploma with at least 5 years of experience in a senior or executive administrative role or equivalent education and professional experience.
  • Certification relating to business administration, office administration or communications is required.
  • Written and or oral proficiency in French is an asset.
  • Exceptional organizational ability and attention to detail.
  • Outstanding event management skills and experience.
  • Exemplary time management skills with the ability to multi task and prioritize daily workload.
  • Excellent computer skills, including demonstrated proficiency of the complete MS Office Suite (Word, Excel, Publisher, PowerPoint, Outlook), SharePoint, Office365, and Internet Explorer. Ability to easily learn other computer applications and software.
  • Strong verbal, written, communication and interpersonal skills
  • Strong ability to solve problems and practice good decision-making.
  • Ability to communicate in a professional manner to internal/external community contacts.
  • Ability to maintain confidentiality at all times and exercise discretion is essential.
  • Flexibility, initiative, good judgment, tact, diplomacy are essential.
  • Willingness to volunteer/participate at special events.

 

Special Considerations:

  • High pressure role with competing demands and juggling priorities
  • Occasional evening and weekend work
  • Occasional travel required  

 

Location: Toronto

 

We are working on a world free of MS, where improving people’s quality of life is a part of our everyday life. If you too are passionate about our mission, we invite your expression of interest and resume submission by October 25, 2017 to  .

 

 

Please note: applicants must include a cover letter and state salary expectations in order to be considered.

 

The MS Society has a bold vision for the future. We have a team of dedicated professionals who share a common goal to end MS and to improve the lives of those affected by MS. We strive to be an employer of choice and provide a working environment that values diversity, team work, and professional development.

 

The MS Society of Canada embraces diversity and encourages all qualified applicants to apply. We are committed to accommodating applicants’ needs in accordance with the Accessibility for Ontarians with Disabilities Act (AODA) and the Ontario Human Rights Code throughout the selection process. Please contact should you need accommodation.

 

More information about the MS Society is available at www.mssociety.ca.

How to Apply:
Please mention you saw this posting on WorkInNonProfits.ca.
.
We are working on a world free of MS, where improving people’s quality of life is a part of our everyday life. If you too are passionate about our mission, we invite your expression of interest and resume submission by October 25, 2017.

Please note: applicants must include a cover letter and state salary expectations in order to be considered.
Contact Details:
Email:
www:   www.mssociety.ca


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