Reports To: Chief Executive Officer
Overall Purpose: The Project Administrative Assistant (Assistant) to the CEO will provide a wide range of administrative and logistical support for the CEO to facilitate the effective and efficient operation of the organization.Reporting directly to the CEO, the Assistant to The CEO must be creative and enjoy working within a non-profit environment that is mission-driven, results-driven and community oriented.
The ideal candidate will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion. The Assistant will be responsible for a number of office administration duties.
• Maintain the calendar for the CEO including meetings, reminders, conferences and travel.
• Coordinate and control requests directed to the CEO in a professional and efficient fashion.
• Respond to communication to the CEO and, on request, represent him/her during his/her absence
• Manage contacts and distribution lists for the CEO.
• Research, prioritize, and follow up on incoming requests and information addressed to the CEO.
• Assist with, and coordinate meetings and special events as requested.
• Maintain an action “look up file” on behalf of the CEO.
• Assist in the preparation of major documents and presentations
• Submit and organize CEO expenses & mileage for repayment
• Organize meetings of the organization, including those of the Board of Directors, as required.
• Prioritize conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
• Take minutes of board and committee meetings; manage records effectively and diligently, and share as appropriate.
• Perform data entry as required.
• Effective coordination of activities is a key attribute of this role in order to maximize the CEO’s effective use of time.
• Perform other duties, as required
• Coordinate staff travel arrangements and expense claim submissions.
• Purchase office supplies, seek competitive prices, handle mail-outs, and work with the bookkeeper as necessary.
• Provide reception support when required.
• Provide support to the members of the organization and the board as required.
• Be a support to co-workers and stakeholders; assist co-workers with their responsibilities in their absence as required.
• Contribute to a positive and dynamic working culture.
• Coordinate room meetings and attendees bookings calendar.
• Support workplace safety, wellness, security and act in accordance with the organization’s policies and procedures
• Perform other duties, as required.
• Related post-secondary education, preferably in business or office administration.
• 3-5 years of experience as an administrative assistant to a senior executive.
• Strong written and verbal communication skills.
• Advanced capability with Microsoft Office Suite including Outlook, PowerPoint, Word, Excel and Pages, and Google Office Tools, including Gmail, Google Calendar, and Google Drive.
• Excellent time management skills are mandatory.
• Willing and able to work outside of standard office hours as required.
• Ability to wear “many hats” and undertake a wide variety of tasks.
• The ability to proactively plan and accommodate changes to schedules and mandates is critical in this role.
• Demonstrated ability to process data and communication information quickly and accurately.
• High level of discretion and the ability to deal with sensitive information.
• Experience in customer relations role and appreciation of donors/stakeholders.
• General knowledge of operations, systems and office process improvements.
• Valid driver’s license.