Division: Administration

Program: Administration

Number of Positions: 1

About the Position:

The Executive Assistant provides assistance to the Chief Executive Officer and Agency Administration with management of projects, events and administration tasks. The Executive Assistant also supports stakeholders’ liaisons and internal inter-departmental communication.

Reports to: Chief Executive Officer

Key Duties & Responsibilities:

• Manages various projects and administrative duties as assigned by the CEO
• Manages projects including assessment, planning, implementation and evaluation
• Provides administrative and clerical support to the CEO and Agency Administration
• Assists in planning and organizing agency-level activities and events
• Engages with internal and external stakeholders in planning and organizing events and activities; keeps executive team informed as needed
• Organizes focus groups and necessary presentations
• Prepares meetings and presentation materials
• Conducts research on data to prepare documents for reviews
• Assists with internal and external communication on behalf of the CEO, including preparing and editing documents
• Performs other related duties as assigned

Qualifications & Experience:

• Post-secondary education preferably in business administration or related field
• At least 3 years’ of relevant experience in an Executive Office setting is preferred
• Knowledge of project management and graphic design

Job Skills & Abilities:

• Excellent verbal and written communication skills in English; knowledge of other languages an asset
• Excellent interpersonal skills with ability to build and maintain relationships with internal and external stakeholders, including employees and external partners
• Excellent multi-tasking, time management and prioritization skills with ability to handle multiple demands, competing priorities, constant changes and meeting critical deadlines
• Excellent self-managing skills with ability to work effectively, both independently with minimal direction and collaboratively with a team
• Strong judgement skills and work ethics with ability to act with integrity and discretion while committed to maintaining confidentiality
• Excellent organization skills and attention to detail
• Excellent presentation and public speaking skills
• Proficient in Microsoft Office (Outlook, Word, Excel, Publisher and PowerPoint), and Social Media platforms.

Other Requirements:

• Flexible to work weekends and evenings as required
• Flexible to travel between offices, work place sites, and networking events
• Clear criminal record check