Program/Department Summary
This role supports key operations and leadership roles that support the Centre to ensure an effective governance structure, various stakeholder engagement/ communications, compliance with legislative requirements, fundraising and supports services to women with substance use and/or mental health issues.
Position Purpose
The Executive Assistant to the Executive Director is responsible for all daily administrative tasks, Governance and Board Support.
The position maintains and supports the Executive Director and the Board of Directors; along with various committees including the Fundraising Committee, HR Committee and Finance Committee.
Does this sound like you?
You are an “all-in” team player whose practical experience reflects the position’s requirements. As a proven, confident leader, you communicate with clarity and consistency and possess high emotional intelligence that lets you relate to a variety of audiences in a way that is meaningful and inspiring to them. You are empathetic, able to create healthy boundaries and a good listener who is quick to build trust with internal and external audiences. Most importantly, you offer the passion and technical skills that are essential to achieving your goals on behalf of the Centre in a fast-paced, diverse, community-based environment. (Please refer to Qualifications below).
Responsibilities
Support to the Executive Director/Board of Directors:
- Provides administrative support to the Executive Director and Board, including agenda, communications, email and file management.
- Supports planning for the annual general meeting, town hall and other ED or Board directed meetings.
- Supports planning and management of community engagement and outreach for the Executive Director
- Plans, coordinates, and provides logistical support for Board and Board committee meetings
Governance Supports:
- Supports operational policies and practices
- Ensure compliance with government and sector policies and standards
- Maintains organizational governance documents
Project and Initiative Coordination:
- Manages project plans related to key activities identified by the Executive Director
- Working collaboratively with other departments to ensure project plans are on track by creating and maintaining project status tools
- Tracks and manages communications and stakeholder planning
- Maintains project documents, reports and tracking materials for Executive Office
Organizational
- Conduct job responsibilities with a commitment to harm reduction, trauma- informed, women-centred and anti-oppressive practices.
- Adhere to all policies and procedures of The Jean Tweed Centre.
- Perform other duties as assigned in order to meet the overall goals and objectives of The Jean Tweed Centre.
- Work collaboratively including respecting others, sharing information, consulting and celebrating shared successes.
- Support self accountable and leadership qualities.
- Support inclusion and equity by respecting others, embracing diversity and addressing oppression.
- Commit to continuous learning through professional development, giving and receiving constructive feedback and applying new skills.
Qualifications
- Post-secondary diploma from a recognized college or university degree or equivalent.
- 3+ years of experience supporting executive office
- Ability to work with cross departments, including Board and Senior leadership
- Understanding of various stakeholders including the ability to cultivate relationships
- Proven experience supporting strategic planning and special projects.
- Proven ability to successfully handle multiple projects and meet critical deadlines.
- Superior verbal, written, and interpersonal communication skills.
- Excellent interpersonal and organization skills.
Job Types: Full-time, Permanent
Benefits:
- Dental care
- Employee assistance program
- Extended health care
- Life insurance
- On-site parking
- Paid time off
- Vision care
Schedule:
- Day shift
- Monday to Friday
Ability to commute/relocate:
- Etobicoke, ON M8Z 1J5: reliably commute or plan to relocate before starting work (required)
Application question(s):
- Please share your salary expectations for this role. Applications without this information may not be considered.
Work Location: In person
