Executive Assistant

Description:

The Executive Assistant is responsible for managing the Executive Director's schedule, travel arrangements, and meetings, as well as coordinating projects and providing administrative support to various departments within the organization. This role acts as a liaison between the executive and the rest of the organization, ensuring smooth communication and efficient task management.

Key responsibilities include:

• Managing internal and external communications with all stakeholders

• Responding to inquiries via email, phone, and other channels

• Organizing office space, including public and kitchen areas

• Managing the Executive Director’s calendar, scheduling meetings, conferences, and travel

• Assisting with Board meeting preparation and scheduling

• Coordinating executive projects, research, and report preparation

• Maintaining filing systems and tracking progress on key projects

• Providing administrative support to other departments

• Drafting, proofreading, and editing documents for the Executive Director

• Processing the Executive Director’s expenses and managing travel-related expenses

• Assisting with special projects and coordinating deliverables across teams

• Other administrative tasks as assigned

Qualifications:

• Post-secondary education or an equivalent combination of education and experience

• Minimum 3 years of experience in a similar role

• Previous experience working with a Board of Directors and taking meeting minutes is an asset

• Exposure to a skilled trades environment is beneficial but not mandatory

Skills & Abilities:

• Ability to handle sensitive information with confidentiality

• Proficiency in Microsoft Office (Word, PowerPoint, Excel)

• Strong written and verbal communication skills

• Excellent organizational skills and attention to detail

• Ability to manage multiple priorities and deadlines in a fast-paced environment

• Adaptability to changing priorities

• Strong problem-solving and planning skills

• Ability to work independently with minimal supervision

• Strong interpersonal skills and the ability to communicate effectively with diverse stakeholders

Additional Requirements:

• Legally entitled to work in Canada in accordance with relevant Ontario legislation

• Valid G Driver’s licence, reliable vehicle, and valid insurance

Working Conditions:

• Five-day work week (Monday to Friday) with flexible hours

• Occasional evenings, weekends, and overnight stays may be required for events and workshops

• In-office attendance, with potential for remote work as workload permits

• Ability to lift and carry materials up to 20 lbs independently